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Digitized  by  the  Internet  Archive 

in  2007  with  funding  from 

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http://www.archive.org/details/businessletterOOdwyerich 


THE  BUSINESS  LETTER 


BY 

ION  E.  DWYER 

PRINCIPAL  OF  THE  COMMERCIAL  DEPARTMENT 

HOPE  STREET  HIGH   SCHOOL,  PROVIDENCE,  R.I. 

FORMERLY    PROFESSOR    OF    COMMERCE 

IN  ROBERT  COLLEGE,  CONSTANTINOPLE 


BOSTON    NEW  YORK    CHICAGO 
HOUGHTON  MIFFLIN  COMPANY 


i 


COPYRIGHT,    I914,    BY    ION   E.   DWYER 
ALL    RIGHTS    RESERVED 


CAMBRIDGE  .   MASSACHUSETTS 
U    .    S    .    A 


PREFACE 

iHE  letter  is  the  great  business  builder 
of  the  present  decade.  With  its  extended 
use  is  coming  a  corresponding  improve- 
ment in  the  style  of  writing  —  a  style  that 
is  free  from  meaningless  formality  and  full 
of  life,  clear  and  strong  in  its  appeal  to  the 
reader. 

It  is  the  purpose  of  this  book  to  take 
the  student  beyond  the  merely  mechanical 
arrangement  of  the  letter  and  develop  in  him 
the  ability  to  write  this  new  and  better  style 
of  business  letters  —  letters  that  have  a 
business  atmosphere  and  that  are  in  step 
with  the  forward  movement  in  business 
letter  writing. 

The  method  here  presented  is  not  an  un- 
tried experiment,  as  the  author  has  used  this 
plan  repeatedly  in  his  classes,  with  highly 
gratifying  results. 

Ion  E.  Dwyer. 


292228 


CONTENTS 

INTRODUCTION 

Purpose  of  the  modern  letter 1 

Requirements  of  a  good  letter        . 1 

Outline  of  a  letter  (blank  form) 2 

Sample  letter 3 

PART  ONE  — THE  ARRANGEMENT  OF  THE  LETTER 

LESSON  1.    THE  FIRST  IMPRESSION 

The  advantages  of  convention 4 

Stationery 4 

Style        .  ^   .       .      ' 5 

The  parts  of  a  letter          6 

Practice  —  Complete  letter  to  be  copied 6 

LESSON  2.    THE  HEADING 

Content .       ; 6 

Arrangement  and  punctuation       . 7 

Samples  of  headings 8 

Practice  —  Arrangement  and  punctuation  of  headings      ...  9 

LESSON  3.    THE  INTRODUCTION 

Its  significance 9 

Business  titles 9 

Professional  titles H 

OflBcial  titles 13 

The  placing  of  the  introduction 13 

Sample  of  arrangement  of  heading  and  introduction     ....  14 

Practice  —  Introductions 14 

LESSON  4.    THE  SALUTATION 

Its  significance 15 

Common  usage  of  terms 15 


vi  CONTENTS 

Capitalization,  punctuation,  location 16 

Samples  of  introduction,  with  salutation 16 

Practice  —  Introductions  and  salutations,  with    arrangement  of 
the  letter  thus  far .       .18 

LESSON  5.    THE  CLOSING 

Purpose  of  the  complimentary  close 18 

The  signature 18 

Practice  —  I.  Use  of  given  addresses  in  arranging  and  writing 

the  parts  of  a  letter  taught  thus  far.    II.  Review      ....  20 

LESSON  6.    FOLDING  AND  DIRECTING 

Folding,  illustrated 21 

The  short  fold,  illustrated 22 

Fold  for  the  official  envelope,  illustrated 22 

Use  of  transparent  section  in  envelope,  illustrated 23 

Folding  for  the  square  envelope 23 

The  direction  —  its  importance •    .       .       .23 

Arrangement  of  the  direction 24 

Samples  of  directed  envelopes 25 

Opening  the  envelope,  illustrated 27 

The  corner  card,  or  return  address  —  its  importance  from  the  point 

of  view  of  the  Post  Office 28 

Practice  —  Direction  of  envelopes 29 


PART  TWO  — THE  SUBJECT  MATTER  OF  THE  LETTER 

LESSON  7.    ORDERS 

Vitality  of  the  business  letter — choice  of  words;  conversational 

style 29 

Ordering  goods  —  definiteness;  the  out-worn  hurry  phrases      .       .  30 

Sample  order  letter 32 

Practice  —  Order  letters,  topics  given 33 

LESSON  8.    ACKNOWLEDGMENTS  OF  ORDERS 

Importance  of  the  acknowledgment 33 

Sample  acknowledgment 34 

Practice  —  Acknowledging  orders  of  previous  exercise      ...  35 


CONTENTS  vii 

LESSON  9.    ENCLOSURES  ^ 

Care  required;  safety  devices 35 

Enclosure  illustrated 37 

Practice  —  Letters  with  enclosures,  topics  given .36 

LESSON   10.    ACKNOWLEDGMENT  OF  PAYMENT 

Importance  of  the  acknowledgment;  courtesy,  promptness,  etc.       .  38 

Sample  acknowledgment 39 

Practice  —  Acknowledgments,  situations  given 39 

LESSON  11.     EXTENSION  OF  TIME 

The  request  —  its  justification  and  time 40 

Practice  —  Letters  requesting  extension  of  time,  situations  given  41 

LESSON   12.     EXTENSIONS   (continued) 

Practice  (result  of  studying  sample  that  follows)  —  Replies  to 

requests  for  extension  of  time,  situations  given 41 

Sample  of  refusal  to  request  for  extension  of  time 43 

LESSON  13.    REQUESTS  FOR  PAYMENT 

Need  of  tact 44 

The  first  request 44 

Samples  of  a  first  request 45 

The  second  request 46 

Sample  of  a  second  request 46 

Practice  —  First  and  second   requests   for   payment,   situations 

given 46 

LESSON   14.    REQUESTS  FOR  PAYMENT   (continued) 

The  third  letter 47 

Sample  of  a  third  letter 48 

The  fourth,  and  probably  fiujal,  letter 48 

The  collection  business  —  lawyers  and  collection  agencies;   bank 

drafts 48 

Practice  —  Third  and  fourth  collection  letters,  situations  given   .  49 

LESSON   15.    REQUESTS  FOR  PAYMENT   (continued) 

Practice  —  Collection  series  to  be  written,  situations  not  given       .  49 


viii  CONTENTS 

LESSON  16.    ANSWERING  COMPLAINTS 

The  power  of  courtesy 50 

The  value  of  willingness  to  serve  and  satisfy 50 

Getting  the  customer's  point  of  view .       .51 

Sample  of  complaint          52 

Samples  of  answers  to  complaint 52 

Practice  —  Answers  to  complaints,  situations  given  ....  54 

LESSON  17.    FORM  LETTERS 

Economy 55 

Quality  and  purpose 55 

Tests 56 

The  old-fashioned  ipipersonal  letter 56 

The  personal  expression 57 

The  up-to-date  personal  letter  (samples) 57 

Practice  —  Form  letters,  purposes  given 59 

LESSON  18.     SALES  LETTERS 

Quality  —  personality,  sympathy,  sincerity 59 

Analysis  of  sales  letters  —  the  six  steps 61 

Sample  letter 62 

Gaining  attention  —  the  first  step 63 

Practice  —  Sales  letters,  situations  given 64 

LESSON   19.     SALES  LETTERS  —  Description  and  Explanation 

Striking  the  note  of  human  interest  —  the  second  step        ...  65 

Sample  letter .65 

Explaining  the  proposition  —  the  third  step 66 

The  need  of  exactness 66 

The  importance  of  the  second-person  pronoun 67 

Practice  (continuing  the  series  begun  in  the  previous  exercise)  — 
Holding  the  interest  and  making  the  proposition       .       .       .       .67 

LESSON   20.     SALES  LETTERS  —  Argument  or  Proof 

The  error  of  exaggeration  and  the  value  of  proof 68 

Sample  paragraph ,68 

Effective  ways  of  using  proof;  testimonials 69 

Showing  advantage  to  the  customer 69 


CONTENTS  ix 

Choice  of  language 70 

Practice  —  Continuation  of  the  previous  series  of  sales  letters, 
introducing  proof 71 

LESSON  21.    SALES  LETTERS  —  Persuasion 

When  and  how  to  use  persuasion 71 

The  power  of  suggestion  .       .       .       .       ; 71 

Sample  paragraph 72 

Practice  —  Continuation  of  the  series  of  sales  letters  of  the  pre- 
vious exercises,  introducing  persuasion   . 73 

LESSON  22.     SALES  LETTERS  —  Inducement 

Preventing  delay  on  the  part  of  the  customer 73 

Sample  paragraph 74 

Practice  —  Continuation  of  the  sales  letters  of  the  previous  exer- 
cises, introducing  inducement 74 

LESSON  23.    SALES  LETTERS  —  CZmaa; 

Making  it  easy  for  the  addressee  to  order 74 

Strong  and  weak  closings  (i^amples) 76 

Practice  —  Concluding  the  sales  letters  of  the  previous  exercises  .  76 

LESSON  24.     SALES  LETTERS   (continued) 

Practice  —  Revising  for  balance  and  harmony  the  sales  letters  of 
the  preceding  exercises 77 

LESSON   25.     SALES  LETTERS   (continued) 

The  error  of  criticizing  a  competitor 77 

Practice  —  New  sales  letters,  topics  given 77 

LESSON  26.    SALES  LETTERS   (continued) 

The  postscript  for  emphasis 78 

Practice  —  Sales   letters,  making   use   of  the  postscript,  topics 
given 78 

LESSON  27.    ANNOUNCEMENTS 
The  value  of  the  form  letter  in  announcing  phases  or  opportunities 
of  business 78 


X  CONTENTS 

The  value  of  the  personal  touch 79 

Sample  letter 79 

Practice  —  Announcement  form  letters 80 

LESSON  28.    FOLLOW-UP  LETTERS 

The  need  and  use  of  the  follow-up  letter 80 

How  it  differs  from  the  first  letter 80 

Sample  letters 81 

The  error  of  taking  offense 83 

Practice  —  Four-letter  series  of  follow-up  letters,  topics  given       .  84 

LESSON  29.    LETTERS  OF  INTRODUCTION 

Latitude  of  such  letters 84 

Conventions  of  use     .       .       .       .     ' 84 

Sample  letter 85 

Practice  —  Personal  letters  of  introduction,  situations  given   .       .  85 

LESSON  30.    LETTERS  OF  RECOMMENDATION 

Classes  of  letters  —  personal  and  general 85 

Cautions 86 

Conventions  of  use 86 

Sample  letter  —  general 86 

The  lessening  value  of  such  letters 86 

Practice  —  Letters  of  recommendation,  situations  given  ...  87 

LESSON  31.    LETTERS  OF  APPLICATION 

The  importance  of  quality 87 

What  the  letter  should  contain 88 

Stationery,  style,  etc .89 

Position  requiring  a  bondsman 90 

Sample  letters  of  application 90 

Practice  —  Answering  advertisements  from  daily  papers  ...  92 

LESSON  32.    REQUESTS  FOR  INFORMATION 

The  place  of  the  request  in  business 93 

The  question  of  return  postage 93 

Inquiry  as  to  financial  standing 93 


CONTENTS  xi 

Practice  —  Requests  for  information  and  answers  to  such,  situa-     ~ 
tions  given 94 

LESSON  33.    PUBLIC  LETTERS 

The  purpose  and  propriety  of  public  letters 94 

Practice  —  Public  letters,  topics  given 95 

LESSON  34.    PERSONAL  vs.   BUSINESS  MATTERS 

The  use  or  misuse  of  the  social  element  in  business  letters     .       .       .    95 

Cautions 95 

Practice  —  Letters  requiring  discrimination;  business  and  social 
topics  given >     .       .     96 

PART  THREE  —  TELEGRAPH  AND  POST 

LESSON  35.    TELEGRAMS  AND   CABLEGRAMS 

Brevity  and  definiteness 97 

Charges -    ...  97 

Codes  and  ciphers 98 

Telegraphing  money 98 

The  service  of  the  Telepost  Company 99 

Practice  —  Telegrams:  (1)  condensing  long  messages;  (2)  framing 

telegrams,  situations  given 99 

LESSON  36.    CLASSIFICATION  OF  MAIL  MATTER 

Post  Office  classifications,  with  rates 100 

Unmailable  matter 101 

Special  delivery 102 

Registration 102 

Stamping  the  letter 102 

Parcel  Post  information  (Post  Office  bulletin) 102 

Practice  —  Classifying  and  stamping  mail  matter      ....  104 

PART  FOUR  — THE  MORNING  MAIL 

Practice,  as  head  stenographer  of  a  large  mercantile  firm 

(1)  In  answering  letters,  etc.,  thirty-three  communications  given  105 

(2)  In  copying  correctly  a  rough  draft  with  corrections  indicated  140 


xii  CONTENTS 

(3)  In  answering  a  "Want"  advertisement         .       .       -       .       .  141 
Practice  —  Additional  exercises  in  letter  writing 142 


PART  FIVE  — FILING  OF  LETTERS  AND  PAPERS 

The  need  for  systematic  filing 146 

Filing  by  name 146 

Diagram  showing  the  correspondence  necessary  in  a  sale  by  letter  147 

Filing  by  locality 151 

Filing  by  subject 152 

APPENDIX 

Glossary  of  Business  Terms  and  Expressions 153 

Business  Abbreviations  and  Symbols 160 

Postal  Information 163 

INDEX 175 


THE  BUSINESS  LETTER 

INTRODUCTION 

In  the  modern  evolution  of  business,  the  business  letter 
plays  an  important  part.  It  facilitates  the  handling  of  the 
daily  routine  and  makes  it  possible  to  do  business  wherever 
there  is  a  postal  system. 

Whether  a  mail  order  business  is  carried  on  or  not,  the 
letter  is  no  less  important.  Goods  are  bought,  collections 
made,  complaints  adjusted,  instructions  given,  business 
policies  and  selling  campaigns  outlined  in  the  business  letter. 
And  where  the  selling  is  done  by  mail,  the  sales  letter  is  with- 
out a  peer  in  importance.  In  short,  the  whole  machinery  of 
business  is  kept  in  operation  by  means  of  the  business  letter. 

It  is  a  factor  in  business  which  is  steadily  increasing  in 
importance.  Letters  that  have  life  and  personality  —  letters 
that  draw  trade  —  are  not  easy  to  write.  They  call  for 
specialization,  and  this  field  has  begun  to  attract  men  of  some 
literary  ability. 

A.  GOOD  letter  appeals  to  the  reader  in  two  ways:  first,  in 
its  mechanical  make-up  and,  second,  in  the  presentation  of 
the  subject  matter.  The  first  requires  correct  arrangement, 
punctuation,  paragraphing,  margins,  balance,  and  suitable 
stationery.  This  is  necessary  to  the  all-important  "first 
impression"  which  the  reader  gets  from  the  letter. 

For  a  successful  handling  of  the  subject  matter,  the  writer 
must  have  a  good  command  of  English  —  a  smattering  will 
not  answer.  The  phrases  must  be  well  chosen,  clear,  convin- 
cing, and  adapted  to  the  person  to  whom  the  letter  is  written. 


THE  BUSINESS  LETTER 


Heading 

Name  with  title  \ 

Street  with  number  V  Introduction 
City  and  State  J 

Salutation 

Body  of  the  letter 


Street  with  number 

City,  State,  and  date 


«**4:***** 


************ 


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******* 
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******** 


********* 
********* 
********* 

*        *        *        *        * 

Complimentary  close 


Signature 


INTRODUCTION 


194  Franklin  St., 

Boston,  Mass.,  Sept.  15,  1914. 

The  Crown  Shoe  Company, 
260  Spring  St.  , 

Brockton,  Mass. 

Gentlemen, 

We  understand  that  all  the  factories  in  Brockton 
are  to  be  closed  for  three  or  four  days,  owing  to  the 
Brockton  fair. 

If  your  shops  are  to  be  closed  during  that  time,  we 
should  like  to  arrange  to  set  up  the  blower  and  piping 
on  those  days,  as  you  requested  in  your  letter  of  the 
10th  inst. 

Please  let  us  know  to-day  or  to-morrow  whether  this 
arrangement  is  satisfactory. 

Yours  truly, 

(Signature) 


PART  ONE 
THE  ARRANGEMENT  OF  THE  LETTER 

LESSON   1:  THE  FIRST  IMPRESSION 

A  BUSINESS  man  judges  his  unknown  correspondent  by 
the  appearance  and  make-up  of  his  letters.  The  conventional 
forms  now  used  have  been  adopted  because  they  were  found 
to  be  best  suited  for  the  purpose.  Any  deviation  from  them 
invites  criticism  and  creates  an  unfavorable  impression  of  the 
writer,  just  as  an  unusual  style  or  color  in  a  suit  of  clothes 
draws  one's  attention  from  the  man  who  wears  it  to  the 
unusual  appearance  of  the  suit. 

Innovations  may  sometimes  be  introduced  with  effect,  but 
it  is  a  risky  experiment.  There  is  usually  a  reason  for  the 
things  that  exist,  and  the  present  forms  have  been  evolved 
from  experience  and  found  most  acceptable.  Therefore,  a 
deviation  from  them  must  be  made  with  caution,  if  at  all. 
A  well  arranged  letter,  like  a  well  dressed  person,  doesno^ 
attract  attention  because  of  its  striking  appearance.  The  good 
taste  and  harmony  of  the  letter  will  do  its  work  without  mak- 
ing an  appeal  directly  to  the  attention  of  the  reader. 

It  goes  without  saying  that  the  spelling  and  capitaliza- 
tion must  be  perfect;  the  punctuation  and  penmanship  (or 
typewriting)  good;  form  and  arrangement  according  to  the 
accepted  style;  stationery  of  good  quality;  and  the  pages 
free  from  blots,  erasures,  and  finger  marks. 

XHE  materials  used  for  correspondence  should  conform  to 
the  accepted  standards.  Every  letter  sent  out  by  a  business 
house  should  be  written  on  business  stationery  of  good  qual- 


THE   FIRST  IMPRESSION  5 

ity  having  a  printed  or  engraved  letter  head.  Business  letter 
paper  is  in  single  sheets  of  about  8  J  by  11  inches  and  usually 
white.  The  size  may  vary  a  little,  and  some  firms  use  tinted 
paper;  but  the  8|  by  11  in  white  is  always  a  standard.  The 
envelopes  should  riiatch  the  paper  in  color  and  quality,  the 
usual  size  being  about  3^  inches  by  6j,  known  as  No.  6j. 
Official  envelopes  are  9  or  10  inches  long  and  are  used  for 
official  letters,  manuscripts,  and  bulky  communications. 

A  person  who  is  not  in  business  may  write  his  business  letters 
on  his  professional  or  social  stationery. 

When  writing  a  business  letter,  write  on  but  one  side  of  the 
paper,  otherwise  it  will  be  difficult  to  copy  and  not  so  con- 
venient for  filing  when  it  reaches  its  destination.  In  case  the 
letter  requires  a  second  page,  an  unprinted  sheet,  or  "sec- 
ond," is  used. 

There  is  no  question  about  the  greater  importance  of 
the  subject  matter  of  the  letter,  but  a  good  letter  will  be 
still  better  and  make  a  better  impression  if  it  is  well  arranged 
on  the  page.  Judge  the  appearance  of  the  letter  as  you  would 
a  picture.  See  if  it  is  properly  centered,  and  harmoniously 
arranged.    (See  letter  on  page  3.) 

Margins  on  letters  are  for  effect  and  convenience.  The 
margins  at  the  top  and  bottom  are  governed  by  the  length 
of  the  letter.  The  writing  should  be  centered  so  that  the  top 
and  bottom  margins  are  about  equal.  The  left-hand  and  the 
right-hand  margins  should  be  at  least  an  mch  wide.  When 
the  letter  is  short,  they  may  be  wider,  thus  giving  the  letter 
a  better  balance  on  the  page.  Especial  care  should  be  taken 
to  make  the  right-hand  margin  as  even  as  possible.  It  can- 
not, of  course,  be  as  even  as  the  left-hand  margin;  but  the 
straighter  it  is,  the  better  the  appearance  of  the  letter. 

Every  paragraph  should  be  indented  so  as  to  begin  at  the 
paragraph,  or  second,  margin.  Different  phases  of  the  same 
subject  may  also  be  in  separate  paragraphs. 


6  THE  BUSINESS  LETTER 

When  writing  a  letter  concerning  several  subjects,  discuss 
each  fully  before  beginning  the  next.  In  answering  such  a 
letter,  it  is  usually  best  to  take  up  the  subjects  in  the  order 
presented. 

A.  LETTER  may  be  divided  into  seven  parts ;  namely,  head- 
ing, introduction,  salutation,  body,  complimentary  close, 
signature,  and  direction. 

1.  The  heading  consists  of  the  address  of  the  writer  and  the 
date. 

2.  The  introduction,  or  inside  address,  consists  of  the  name, 
title,  and  full  address  of  the  person  written  to. 

3.  The  salutation  is  the  term  of  respect  with  which  the 
correspondent  is  greeted. 

4.  The  body  of  the  letter  is,  of  course,  the  letter  itself  — 
the  message. 

5.  The  complimentary  close  is  the  term  of  courtesy  with 
which  the  letter  is  closed.  It  corresponds  to  the  "  Good  day  " 
at  the  close  of  an  interview. 

6.  The  signature  referred  to  is,  of  course,  the  signature  of 
the  writer  of  the  letter. 

7.  The  direction  (or  superscription)  is  on  the  envelope,  and 
consists  of  the  name,  title,  and  full  address  of  the  person 
written  to. 


PRACTICE 

Copy,  in  your  letter  book,  or  on  a  sheet  of  letter  paper,  the  letter  given 
on  page  3. 


LESSON   2:  THE  HEADING 

JNO  matter  how  frequently  one  writes  to  the  same  person, 
the  full  address  of  the  writer  and  the  date  should  be  given 
in  each  letter.  The  address  is  given  that  there  may  be  no 
excuse  for  a  misdirected  answer  to  the  letter.    The  date  is 


THE  HEADING  7 

useful  for  the  purpose  of  filing  and  reference  and  indicates 
the  place  the  letter  has  in  a  series  of  correspondence  on  a 
given  subject. 

The  street  and  number  given  in  the  heading  will  appear 
on  the  envelope  containing  the  answer  and  will  insure  prompt 
delivery.  When  written  from  a  club,  hotel,  college,  or  the 
like,  the  name  of  the  same  should  be  given  in  the  heading. 

Care  should  be  taken  in  dating  the  letter,  thereby  avoiding 
annoyance.  Confusion  is  sure  to  arise  if,  in  writing  the  date, 
figures  are  used  instead  of  the  name  of  the  month;  e.g.,  July 
10,  if  written  7/10,  may  mean  July  10th  or  October  7th. 
There  is  no  way  of  telling  which  was  intended,  as  in  the 
United  States  the  name  of  the  month  is  usually  written  before 
the  day  of  the  month,  while  in  Europe  the  reverse  is  often 
true. 

It  is  never  safe,  in  writing  from  a  city  or  town  in  the  United 
States,  to  omit  the  name  of  the  state,  no  matter  how  well 
known  the  city  may  be.  Hundreds  of  towns  and  cities  are 
duplicated  in  name  in  other  states,  and  annoying  mistakes 
and  delays  are  sure  to  occur  unless  this  precaution  is  taken. 
There  are  several  New  Yorks,  six  Chicagos,  thirteen  Bostons, 
sixteen  Brooklyns,  sixteen  Denvers,  and  twenty-seven  Cleve- 
lands  in  the  United  States.  The  name  of  the  state  is,  there- 
fore, an  essential  part  of  the  heading. 

The  heading  may  occupy  one,  two,  or  three  lines,  depend- 
ing upon  the  nature  of  the  writer's  address.  The  arrange- 
ment must  depend  somewhat  upon  the  length  of  the  name  of 
the  city,  and  the  width  of  the  paper  used.  (See  page  5  for 
size  of  business  stationery.)  As  a  general  rule,  the  heading 
should  begin  about  two  and  one  half  inches  from  the  top  of 
the  page  and  about  the  middle  from  left  to  right.  When 
printed  or  engraved  as  a  part  of  the  letter  head,  it  fre- 
quently differs  in  arrangement  (for  the  sake  of  balance) 
from  the  illustrations  given  on  the  next  page. 


8  THE  BUSINESS  LETTER 

A  comma  should  be  placed  after  the  name  of  the  street, 
the  city,  the  state  (or  country,  if  foreign)  and  the  day  of  the 
month.  A  period  should  follow  each  abbreviation  and  the 
year.  However,  punctuation,  except  for  abbreviations,  may 
be  omitted  at  the  end  of  a  line;  but  whether  omitted  or  used, 
the  style  decided  upon  should  be  used  consistently,  for  all 
similar  purposes.   Below,  both  styles  are  shown. 


(1) 


Des  Moines.    la.,    Nov.    12.,    1913, 


(2) 


963  Washington  St. 

Boston,  Mass.,  Oct.  1,  1914 


(3) 


Room  78,  Hamlin  Hall, 

American  College, 

Rome,  Italy,  Aug.  2,  1913, 


THE  INTRODUCTION  9 

PRACTICE  ^ 

Arrange  and  punctuate  the  following,  as  shown  in  the  illustrations  given: 

1.  Eng  London  June  1910  7 

2.  Boston  1911  Nov  Mass  20 

3.  1909  dec  21  France  paris 

4.  rome  italy  29  august  1911 

5.  Washington  st  345  buffalo  sept  n.y.  3  1910 

6.  1909  47  old  south  building  Boston  Oct  mass  21 

7.  1912  11  dec  Savoy  hotel  Chicago  ill 

8.  wabash,  Av  Jan.  10  Chicago  1914.  Ill,  961. 

9.  Feb.  21  des  moines  1914  iowa, 

10.  bridgewater  Mar.  4  mass  1914, 

11.  room  412  Home  Bank  Block,  Colorado,  denver  1040  main  St. 

12.  West  Springfield,  mass.,  July  4,  1914 

13.  1914  Jan.  first  106  Commercial  St.  N.H.  Concord, 

14.  Iowa,  glenwood  1914  march  10 

15.  279  Washington  st.  Sept  4  Lincoln,  nebr,  1913 

16.  10  Weybossett  St  Oct  3  Providence  r.i.  1913 

17.  Glenwood  springs,  Mar  10  1914,  Colo, 

18.  1914,  eleventh  feb.  Cal,  san  francisco  162  High  street 

19.  Victoria  St  590  mar.  19  montreal  1914  Canada 

LESSON  3:  THE  INTRODUCTION 

CyOURTESY  demands  that  some  title  should  be  used  when 
writing  a  letter,  except  when  writing  to  a  corporation  or  a 
society.  It  is  a  mark  of  respect  which  no  one  can  afford  to 
omit.  There  are  a  few  people  in  the  world  who  ignore  all 
titles,  even  the  common  title  of  "Mr.",  but  it  shows  a  lack  of 
politeness  and  refinement  which  is  inexcusable. 

Titles  may  be  divided  into  three  classes;  namely,  business, 
professional,  and  official. 

XHE  business  titles  in  common  use  are  Mr.,  Messrs.,  Esq., 
Miss,  and  Mrs. 


10  THE  BUSINESS  LETTER 

Mr.  (formerly  Master)  may  be  used  for  men  of  all  classes, 
high  or  low,  titled  or  untitled;  and  it  always  precedes  the 
name.  Mr.  replaces  all  other  titles  as  a  man  rises  in  distinc- 
tion: we  say,  "Mr.  Lincoln."  "Honorable,"  "His  Excel- 
lency," "LL.D.,"  etc.  would  be  less  expressive  of  respect. 
In  speaking  of  persons  of  the  highest  distinction,  we  omit  all 
titles.  For  example,  we  say  "George  Washington"  rather 
than  "Mr.  Washington." 

Master  is  never  abbreviated  and  is  used  in  addressing  a 
boy;  as,  "Master  Willis  Rowe."  At  about  fourteen  years  of 
age  the  boy  may  be  addressed  as  "Mr." 

Messrs.  —  There  being  no  English  plural  for  "Mr.,"  we 
use  the  French  plural.  Messieurs,  abbreviated  Messrs.  It  is 
used  in  addressing  a  firm  composed  of  two  or  more  men;  as, 
"Messrs.  Packard  &  Keith."  It  may  also  be  used  in  speak- 
ing of  a  number  of  men  who  are  not  associated  in  business; 
as,  "Messrs.  Grant,  Wilson,  Scott,  and  Brown." 

Esq.,  the  abbreviation  for  Esquire,  though  not  a  generally 
accepted  business  title,  is  frequently  used  in  business,  in  the 
United  States,  in  the  place  of  "Mr."  In  England  it  has  nearly 
replaced  the  use  of  "Mr." 

Miss  is  the  correct  title  for  an  unmarried  woman.  It  is 
not  an  abbreviation  and,  therefore,  should  not  be  followed 
by  a  period.  If  the  woman  has  a  professional  title,  it  should 
be  used  in  place  of  "Miss";  as,  "Professor  Emma  Jones," 
"Dr.  Mary  A.  Grant."  The  plural  of  Miss  is  Misses;  as,  "The 
Misses  Lara  way  and  Russell,"  "The  Misses  Palmer." 

Mrs.,  the  abbreviation  of  Mistress,  is  used  in  addressing 
a  married  woman.  Her  title  may  be  prefixed  to  her  husband's 
name;  as,  "Mrs.  Henry  Smith";  or  she  may  be  addressed  by 
her  Christian  name;  as,  "Mrs.  Clara  Smith."  If  she  is  a 
widow,  the  Christian  name  is  used. 

Mesdames,  abbreviated  Mmes.,  the  French  plural  for 
Mistress,  is  used  in  addressing  two  or  more  married  women, 
or  in  addressing  a  group  of  women  of  whom  only  one  is 


THE  INTRODUCTION  11 

married.  A  firm  composed  of  Mrs.  Williams  and  Miss  Baker 
would  be  addressed  as  *'Mmes.  Williams  &  Baker."  In  ad- 
dressing a  firm  composed  of  both  men  and  women,  the  title 
"Messrs."  would  be  used. 

In  writing  to  a  corporation,  no  title  is  used;  as,  "The  Adams 
Express  Company." 

The  professional  titles  in  common  use  for  the  clergy  are 
Reverend  (Rev.)  and  Doctor  (Dr.).  A  pastor,  priest,  or  rabbi 
should  be  addressed  as  The  Reverend;  as,  "The  Reverend 
Alfred  Skinner";  or,  if  the  Christian  name  is  not  known, 
"Mr."  may  be  substituted  for  it;  as,  "The  Rev.  Mr.  Skin- 
ner." He  may  be  addressed  as  "The  Rev.  Prof.  Skinner," 
provided  he  has  the  title  of  "Professor"  also.  A  Bishop 
should  be  addressed  as  The  Right  Reverend;  as,  "The  Rt. 
Rev.  Robert  Maclntyre,  D.D.,  Bishop  of  California." 

For  Roman  Catholic  Clergy :  —  A  Cardinal :  His  Eminence; 
as,  "His  Eminence  James  Cardinal  Gibbons."  AnArchbishop: 
Most  Reverend;  as,  "Most  Reverend  James  Edward  Quigley, 
D.D.,  Archbishop  of  Chicago."  A  Bishop:  Right  Reverend;  as, 
"Rt.  Rev.  Edward  O'Connor,  D.D." 

For  a  physician,  use  Dr.  before  the  name,  or  M.D.  following 
it.  For  a  dentist,  use  Dr.  before  the  name,  or  D.D.S.  or  D.M.D. 
following  it. 

A.B.  or  B.A Bachelor  of  Arts. 

A.M.  or  M.A Master  of  Arts. 

B.C.L Bachelor  of  Civil  Law. 

B.D Bachelor  of  Divinity. 

B.M.  or  M.B Bachelor  of  Medicine. 

B.S Bachelor  of  Surgery. 

B.S Bachelor  of  Science. 

C.E Civil  Engineer. 

D.D.S Doctor  of  Dental  Surgery. 

Dist.  Atty District  Attorney. 

D.M.D Doctor  of  Dental  Medicine. 

D.Sc Doctor  of  Science. 


12  THE  BUSINESS  LETTER 

D.D.  (or  D.T.) Doctor  of  Divinity  (or  Theology). 

D.V.M Doctor  of  Veterinary  Medicine. 

F.R.S Fellow  of  the  Royal  Society. 

J.C.D Doctor  of  Civil  Law  (Juris  civitatis) . 

Lit.D.  or  D.Lit Doctor  of  Literature. 

LL.B.  or  B.LL Bachelor  of  Laws. 

LL.D Doctor  of  Laws. 

LL.M Master  of  Laws. 

M.C Member  of  Congress. 

M.D.  or  D.M Doctor  of  Medicine. 

M.P Member  of  Parliament. 

Mus.  B Bachelor  of  Music. 

Mus.  D Doctor  of  Music. 

Ph.B Bachelor  of  Philosophy. 

Ph.D Doctor  of  Philosophy. 

R.A Member  of  the  Royal  Academy. 

S.T.D Doctor  of  Sacred  Theology. 

V.S Veterinary  Surgeon. 

Literary  and  scholastic  titles  —  degrees  conferred  by  an 
institution  of  learning  —  are  not  necessarily  prof  essional  titles. 
If  the  bearer  of  the  degree  is  a  professor  of  academic  standing, 
the  title  Professor  may  precede  the  name  and  degree. 

As  a  rule,  however,  the  name  is  not  at  the  same  time  both 
preceded  and  followed  by  a  title  —  never  where  one  title  in- 
cludes the  other,  or  where  it  is  synonymous  with  it  or  incon- 
sistent with  it.  A  person  may  have  several  scholastic  titles; 
but,  with  the  exception  of  a  doctorate,  —  for  example,  Ph.D. 
or  Dr.,  —  they  are  not  generally  used. 

The  title  "Professor"  can  be  acquired  in  one  of  two  ways: 
(1)  by  election  or  appointment  to  the  head  of  a  department 
in  an  educational  institution  which  has  the  right  to  confer 
degrees  under  its  corporate  seal;  (2)  by  courtesy,  when  a 
person  becomes  a  specialist  in  any  branch  of  science  or  edu- 
cation. But  the  title  has  been  made  so  common  in  the  United 
States  by  such  persons  as  trick  roller-skaters,  dancing  mas- 
ters, and  sleight-of-hand  performers  that  it  is  falling  into 
disuse  by  those  who  are  rightfully  entitled  to  it. 


THE   INTRODUCTION  13 

Official  titles  are  those  attached  to  a  particular  office, 
and  are  used  by  the  holder  of  the  office  only  during  his  term 
of  service;  for  example:  — 

President  (Pres.)  Member  of  Congress  (M.C.) 

Vice-President  (Vice-Pres.)  Member  of  Parliament  (M.P.) 

Secretary  (Sec.)  His  Excellency  (H.E.) 

Treasurer  (Treas.)  His  Honor 

The  President  of  the  United  States  should  be  addressed 
"To  the  President,  Executive  Mansion,  Washington,  D.C* 
"Sir"  or  "Mr.  President"  are  appropriate  salutations. 

Members  of  the  Cabinet  may  be  addressed  as  in  the 
following  example:  "To  the  Honorable  William  Jennings 
Bryan,  Secretary  of  State";  or  "To  the  Honorable  Secretary 
of  State";  or  "Hon.  William  Jennings  Bryan." 

For  members  of  Congress,  use  M.C.  after  the  name.  For 
Senators,  use  Hon.  For  judges,  use  Hon.\  as,  "The  Hon. 
Lloyd  Chamberlain,  Judge  of  [name  of  the  court]."  For  the 
Chief  Justice  of  the  Supreme  Court,  use  "To  the  Honorable 
[name],  Chief  Justice  of  the  Supreme  Court  of  the  United 
States." 

While  the  title  "Esquire"  (abbreviated  "Esq.")  belongs  primarily  to 
the  legal  profession,  it  is  used  in  addressing  mayors,  members  of  the  city 
council,  justices  of  the  peace,  prominent  men,  and  State  ofiBcials  other 
than  the  Governor. 

Officers  of  the  Army  and  the  Navy  are  addressed  thus: 
"Maj.  Gen.  Leonard  Wood";  "Maj.  John  T.  Knight"; 
"Admiral  George  Dewey";  "Rear-Admiral  William  P.  Pot- 
ter"; "Commander  Henry  B.  Wilson";  "Capt.  Otis  Har- 
per." 

Admiral  may  be  abbreviated  Adm. ;  and  Commander,  Com. 

The  name  or  title  should  begin  at  the  regular  margin;  the 
second  line  of  the  introduction  (the  address)  at  the  second. 


14 


THE  BUSINESS  LETTER 


or  paragraph,  margin;  and  the  third  line  should  begin  a  cor- 
responding distance  to  the  right  of  the  second  line. 


375  Washington  St. 

Boston,  Mass. 

Feb. 

8. 

1914 

Mr.  John  Jones 

650  Main  St. 

St.  Louis, 

Mo. 

Dear  Sir:- 

PRACTICE 

Using  your  present  address  for  the  heading,  begin  letters  to  the  follow- 
ing persons,  using  appropriate  titles.  Do  not  write  the  salutation  or  the 
body  of  the  letter. 

1.  John  Lane,  a  citizen.  Silver  City,  Nev. 

2.  Harding  Davis,  a  lawyer,  264  Main  St.,  St.  Louis,  Mo. 

3.  Clara  Barstow,  a  teacher,  Cedar  Rapids,  la. 

4.  Louise  Linwood,  wife  of  C.  K.  Linwood,  26  Arlington  St.,  Cincin- 
nati, O. 

5.  C.  W.  Johnson  and  Wm.  J.  Howe,  partners  in  business,  Orin,  Wash. 

6.  Alexander  White,  pastor  of  the  M.E.  Church,  St.  Albans,  Vt. 

7.  J.  C.  Henderson,  member  of  Congress,  Washington,  D.C. 

8.  W.  T.  Sherman,  at  the  head  of  the  army.  West  Point,  Va. 

9.  Walter  H.  Page,  American  Ambassador,  American  Embassy,  Lon- 
don, Eng. 

10.  Walter  Johnson,  a  business  man,  Auburn,  N.Y. 

11.  W.  B.  Reid,  a  lawyer,  254  Grand  St.,  St.  Paul,  Minn. 

12.  Dunbar  &  Sons,  merchants,  Cleveland,  Ohio. 

13^.  Allen  Hudson,  a  clergyman,  284  Bay  St.,  Kansas  City,  Mo. 


THE   SALUTATION  '  15 

14.  Helen  Goodwin,  wife  of  Dr.  E.  E.  Goodwin,  26  Battles  St.,  Scranton, 
Pa. 

15.  Martha  Robinson,  widow  of  H.  D.  Robinson,  Council  Bluffs,  la. 

16.  Clara  Williams,  a  dressmaker,  284  West  St.,  Baltimore,  Md. 

17.  A.  D.  T.  Hamlin,  an  architect,  226  E.  41st  St.,  New  York,  N.Y. 

18.  Stanley  White,  head  of   Dept.  of  Economics,   Boston  University, 
Boston,  Mass. 

19.  Archie  Campbell,  a  young  school  boy,  88  Hope  St.,  Baltimore,  Md. 

20.  Leonard  Wood,  a  general  in  the  army,  Wheeling,  W.  Va. 

21.  Allan  Southworth,  an  admiral,  Carleton  Mansion,  Atlantic  City,  N.J. 

22.  Elmer  Burkett,  a  congressman,  Kearney,  Nebr. 

23.  William  Kennedy,  mayor.  City  Hall,  Oklahoma  City,  Oklahoma. 

24.  The  President  of  the  United  States  (Washington  address). 

25.  Wm.  Jennings  Bryan,  Sec.  of  State,  at  his  home  in  Lincoln,  Nebr. 

26.  Thomas  Nelson  Page,  U.S.  Ambassador  to  Italy,  American  Embassy, 
Rome,  Italy. 

27.  Oscar  Heizer,  U.S.  Consul,  American  Consulate,  Constantinople, 
Turkey. 

28.  Wm.  T.  Ormiston,  Doctor  of  Philosophy,  Robert  College,  Constanti- 
nople, Turkey. 

29.  Hugh  P.  Hughes,  member  of  the  Supreme  Court,  Judicial  Building, 
Washington,  D.C. 

30.  E.  S.  Tracy,  a  dentist,  Brockton,  Mass. 


LESSON   4:   THE   SALUTATION 

The  salutation  in  a  letter  is  what  the  "Good  morning" 
is  in  the  personal  interview — the  greeting.  To  omit  it  shows 
a  marked  discourtesy.  A  salutation  should  always  be  used, 
except  when  (1)  writing  public  letters  and  (2)  addressing  a 
body  of  men  or  women  when  the  individuals  are  not  thought 
of. 

The  most  common  business  salutations  are  Dear  Sir,  My 
dear  Sir,  Gentlemen,  and  Dear  Madam. 

Use  "Dear  Sir  "  in  addressing  a  man,  and  use  " Gentlemen " 
in  addressing  a  firm  or  corporation.  A  woman  should  be  ad- 


16  •  THE  BUSINESS  LETTER 

dressed  as  "Dear  Madam"  whether  she  be  married  or  not. 
In  addressing  a  young  lady  who  is  in,  or  just  past,  her  teens, 
it  is  better  to  repeat  the  name;  as,  *'Dear  Miss  Jackson. " 

In  writing  to  a  firm  composed  partly  of  men  and  partly 
of  women,  some  omit  the  salutation,  but  the  better  way  is  to 
use  "Gentlemen."  If  the  firm  is  composed  of  two  or  more 
women,  use  "Mmes."  (Mesdames). 

The  first  and  the  most  important  words  in  the  salutation 
are  capitalized.  That  is,  neither  the  word  dear  nor  any  similar 
adjective  is  capitalized  unless  it  stands  as  the  first  word 
or  as  a  substitute  for  the  name  of  the  person  addressed. 

The  punctuation  following  the  salutation  is  not  agreed 
upon;  the  comma,  colon,  colon  and  dash,  and  comma  and 
dash  are  variously  used.  In  very  formal  letters,  —  letters  to 
the  Governor  of  a  State,  for  example,  —  "  Sir"  is  often  used 
and  is  followed  by  a  colon.  The  body  of  such  a  letter  is  begun 
on  the  line  below  the  salutation. 

When  there  are  but  two  lines  in  the  address,  the  saluta- 
tion may  be  begun  about  three  times  the  width  of  the  usual 
margin  from  the  edge  of  the  paper,  or  at  the  margin.  If  the 
address  occupies  three  lines,  the  salutation  may  be  begun  oh 
the  marginal  line  or  on  the  paragraph  line  or  second  margin. 
The  arrangement  in  Model  3  in  this  lesson  is  now  more  used 
than  any  other. 

0) 


Mr.  0.  M.  Grant, 
Rutland,  Vt 


Dear  Sir,-       (Body  of  the  letter)  or 
(Body  of  the  letter) 


THE  SALUTATION  17 

(2) 


Mr.    0.    M.    Grant, 
Rutland,    Vt. 

Dear  Sir, 


(3) 


Messrs.  Brown  &  Jones, 

268  Washington  St. , 
Albany,  N.  Y. 

Gentlemen, 

(Body  of  the  letter  begins  here.) 


The  following  arrangement  of  the  introduction  is  now  used 
by  a  few  concerns.  It  saves  a  little  time  in  typewriting, 
but  has  little  else  to  commend  it. 


(4) 


Messrs.  Brown  &  Jones, 
268  Washington  St. , 
Albany.  N.  Y, 

Gentlemen, 

(Body  of  the  letter) 


18  THE  BUSINESS  LETTER 

PRACTICE 

Study  the  arrangement  and  punctuation  of  the  illustrations  given,  then 
begin  letters  to  the  following  persons,  using  appropriate  titles  and  saluta- 
tions.   Use  your  present  address  for  the  heading  in  each  case. 

1.  Theo.  Wilson,  Westfield,  Mass.  —  a  printer. 

2.  Samuel  Johnson,  102  High  St.,  Cleveland,  Ohio  —  a  clergyman. 

3.  John  Y.  Adams,  106  Main  St.,  Princeton,  N.J.  —  a  lawyer. 

4.  Hanson  &  Co.,  64  Fifth  Av.,  Baltimore,  Md.  —  merchants. 

5.  James  Nicholas,  67  North  Main  St.,  Omaha,  Nebr.  —  a  physician. 

6.  D.  B.  Anderson,  head  of  the  Department  of  Mathematics  in  Western 
University. 

7.  H.  K.  Renshaw,  member  of  Congress  (Congress  now  in  session). 

8.  L.  M.  Cutler,  Creston,  la.  —  a  graduate  dentist. 

9.  Thomas  Nelson  Page,  United  States  Ambassador  to  Italy. 

10-39.  Write  appropriate  salutations  for  the  exercises  given  at  the  end 
of  Lesson  2. 

LESSON  5:  THE   CLOSING 

The  complimentary  close  is  the  term  of  courtesy  or  respect 
used  in  closing  the  letter  —  the  leave-taking.  It  would  be 
as  disrespectful  to  omit  the  complimentary  close  as  to  omit 
the  salutation  previously  referred  to.  The  forms  in  common 
use  are:  Yours  truly.  Truly  yours,  Yours  very  truly.  Very 
truly  yours.  Yours  respectfully  (to  superiors). 

The  complimentary  close  should  be  begun  at  a  point  about 
midway  from  left  to  right,  and  there  should  be  nothing  on 
the  line  with  it.  The  first  word  only  is  capitalized. 

X  HE  signature  should  be  as  plain  and  clear  as  the  writer 
can  make  it.  One  who  signs  his  name  often  is  likely  to  write 
it  carelessly.  Some  think  that  it  shows  individuality  to  sign 
their  letters  in  an  undecipherable  scrawl.  This  is  annoying 
in  the  extreme,  and  the  sender  of  such  a  letter  ought  not  to 
be  astonished  if  he  never  receives  an  answer.  Bankers,  espe- 
cially, in  the  past  have  been  led  into  this  habit,  supposing  that 


THE  CLOSING  19 

the  more  complicated  the  signature  the  more  difficult  it 
would  be  to  forge;  but  such  is  not  the  case,  as  any  hand- 
writing expert  will  tell  you.  The  plainer  the  writing,  the  more 
difficult  it  is  to  imitate. 

A  woman  should  put  her  title  in  parenthesis  before  her 
name,  in  writing  to  a  stranger,  otherwise  he  will  not  know 
how  to  address  her.  Examples:  "(Miss)  La vinia  Grant," 
"  (Mrs.)  Amy  Stone." 

When  the  firm  or  company  name  is  signed,  the  name  or  the 
initials  of  the  one  signing  it  should  be  written  below  the 
signature;  as. 

Seller   &  Co. 
per  j§). 

Put  the  signature  on  the  line  next  below  that  of  the  com- 
plimentary close  and  far  enough  to  the  right  to  bring  the  end 
of  the  name  about  even  with  the  right-hand  margin. 


228  Cottage  St., 

South  Bend,  Ind. , 

May  1,  1914. 

Messrs.  A,  C.  Glassburn  &  Co. 

, 

398  Winter  St. , 

Detroit.  Mich. 

Gentlemen :- 

(Body) 

• 

Yours  truly. 

(Signature) 

20  THE  BUSINESS  LETTER 

PRACTICE 

I.  Using  your  present  address  for  the  heading,  arrange  the  following 
material  in  proper  form  as  illustrated  above.  Supply  titles,  salutations, 
closings,  etc.: — 

1.  Forbes  &  Wallace,  264  High  St.,  Westfield,  Mass. 

2.  The  Shepard  Company,  246  Westminster  St.,  Providence,  R.I. 

3.  The  Rev.  Julian  S.  Wadsworth,  102  Adelaide  Av.,  St.  Louis,  Mo. 

4.  Esther  Johnson,  a  teacher,  948  Elmwood  Av.,  Louisville,  Ky. 

5.  H.  C.  Malbon,  dentist.  Times  Building,  New  Orleans,  La. 

6.  H.  A.  Bowtell,  physician,  Glenwood,  Cal. 

7.  Lavinia  Bowen,  wife  of  M.  K.  Bowen,  242  Maplewood  Av.,  Hart- 
ford, Conn. 

8.  The  mayor  of  your  city. 

9.  The  secretary  of  the  nearest  Y.M.C.A. 

10.  The  Governor  of  your  State. 

11.  The  General  Passenger  Agent  of  the  C.B.  &  Q.R.R.,  Chicago,  111. 

12.  Stanwood  &  White,  married  women  in  business,  364  West  Elm  St., 
Springfield,  Mo. 

II.  Review  the  preceding  lessons  and  be  prepared  to  answer  the  follow- 
ing questions:  — 

1.  Name  the  parts  of  a  letter. 

2.  Of  what  does  the  heading  consist.? 

3.  How  many  kinds  of  headings  are  there? 

4.  How  should  each  kind  of  heading  be  arranged? 

5.  Indicate  the  location  of  the  name  and  title  in  the  introduction. 

6.  Mention  five  salutations  in  common  use. 

7.  What  should  govern  us  in  the  choice  of  salutations  and  complimentary 
closings? 

8.  What  is  the  purpose  of  the  complimentary  close? 

9.  What  is  the  size  of  business  letter  paper? 

10.  What  size  envelope  is  most  commonly  used  in  business  correspond- 
ence? 

11.  Give  rules  for  paragraphing. 

12.  Why  should  the  arrangement  of  letters  conform  to  custom? 


FOLDING  AND  DIRECTING 


21 


LESSON   6:   FOLDING  AND   DIRECTING 

.Letters  written  on  business  stationery,  previously  de- 
scribed, should  be  folded  as  follows:  (1)  Bring  the  bottom 
edge  of  the  paper  to  a  point  within  one  half  inch  of  the  top, 
then  crease  at  the  fold;  (2)  fold  the  right  third  of  the  letter 
toward  the  left-hand  edge;  (3)  fold  the  left-hand  third  (pre- 
ferably a  little  less  than  one-third)  toward  the  right.  (See  the 
illustration  below.)  (4)  Then  take  the  letter  in  the  right  hand 
and  insert  in  the  envelope  with  the  left-hand  crease  downward. 

(1) 


(3) 


The  folding  of  the  letter,  just  shown,  is  known  as  the 
long  fold.  The  short  fold  is  made  by  folding  the  paper  from 
the  bottom  so  as  to  leave  a  margin  or  space  of  about  one 


22 


THE  BUSINESS  LETTER 


and  one  half  inches  at  the  top.    This  is  done  for  advertising 
purposes,  as  the  firm  name  and  some  distinctive  feature  of 


H.S.SHELDON 

ARCHITECT 
eOlTOH.MASS. 


THE   SHORT   FOLD 

the  business  meets  the  eye  of  the  reader  before  the  letter  is 
fully  open. 

The  second  and 
third  folds  and 
the  insertion  into 
the  envelope  are 
the  same  as  pre- 
viously shown. 

Matter  for  offi- 
cial envelopes  is 
folded  and  in- 
serted as  follows: 
Fold  the  top  third 
of  the  page  down, 
then  fold  the  bot- 
tom third  up- 
ward, then  insert 
with  the  folded 
edge  down. 

Note.  The  folding  is  more  satisfactory  when  the  creasing  is  done  with 
a  paper  knife  or  folder  or  with  the  face  of  the  thumb  nail. 


FOLDING   FOR   OFFICIAL   ENVELOPE 


.^#°°^'"^%^ 


INSERTION 


FOLDING  AND  DIRECTING  23 

±0  save  the  time  required  to  write  the  direction  on  the 
envelope,  some  business  houses  are  using  envelopes  with  a 
transparent  section.  The  letter  is  then  folded  so  that  the 
inside  address  will  show  through  the  transparent  section, 
thus  making  the  name  and  address  in  the  letter  serve  also 
for  the  direction.    (See  illustration  below.) 


Alter  5  Days  return  to 
The  Provident  Savings  Ca 
San  Francisco.  Cat 


rk^"  Co . 
764  Wabash  Av,^ 


Chicago,  111 


In  Europe,  except  in  England,  the  large  square  envelope  is 
used  almost  exclusively.  The  letter,  for  this  kind  of  envelope, 
is  folded  from  bottom  to  top,  then  by  one  fold  from  right 
to  left. 

xHE  direction  is  the  name,  title,  and  address  of  the  one 
written  to,  as  it  appears  on  the  envelope.  It  is  the  same,  ex- 
cept in  arrangement,  as  the  name,  title,  and  address  at  the  be- 
ginning of  the  letter.  It  is  highly  important  that  it  should 
be  correct  and  plainly  written.  There  ar^  so  many  persons, 
as  well  as  cities,  of  the  same  or  similar  names,  that  letters  are 
likely  to  go  astray,  unless  great  care  is  exercised. 

A  certain  letter  addressed  to  "Mr.  John  Smith,  Chicago, 
111.,"  went  to  sixteen  John  Smiths  before  it  reached  the  right 
one.  This  meant  a  delay  of  nearly  a  week;  besides,  fifteen  had 
read  what  was  intended  for  the  sixteenth  John  Smith  alone. 


24  THE  BUSINESS  LETTER 

Thousands  of  letters,  many  of  which  contain  money,  go 
to  the  Dead  Letter  Office  each  year  because  of  wrong  or  in- 
sufficient direction.  It  is  time  absolutely  thrown  away  to 
spend  labor  and  thought  upon  a  letter,  then  address  it  so 
poorly  that  it  never  reaches  its  destination.  The  postal 
authorities  are  very  skillful  in  deciphering  poor  writing  and 
supplying  missing  parts  of  defective  addresses;  but  letter 
writers  should  try  to  decrease,  rather  than  increase,  their 
difficulties.  If  the  writer  of  a  letter  gives  his  full  address  in 
the  heading  of  the  letter  and  signs  his  name  plainly,  there  is 
no  excuse  for  a  wrongly  addressed  answer. 

iHE  name  should  be  about  the  middle  of  the  envelope 
from  top  to  bottom  and  begun  one  third  or  one  fourth  the 
length  of  the  envelope  from  the  left-hand  end.  The  postal 
authorities  prefer  the  following  arrangement:  the  name  and 
title  composing  the  first  line;  the  name  of  the  city  on  the 
second;  the  name  of  the  state  on  the  third.  The  street  and 
number,  box  number,  room  number,  the  name  of  the  person 
in  whose  care  it  was  sent,  the  word  "Forward,"  "Transient," 
or  any  other  special  direction  belongs  in  the  lower  left-hand 
corner  of  the  envelope.  This  is  their  preference;  and  as  they 
are  the  ones  most  concerned,  their  wish  should  be  respected. 

The  mail  clerks  on  the  trains  must  take  letters  from  a 
table,  arrange  them  right  side  up,  read  the  addresses,  and 
"throw"  them  into  the  proper  mail  bag  at  the  rate  of  33  per 
minute  —  this,  too,  on  a  rapidly  moving  train.  They  are  ac- 
customed to  look  in  a  certain  place  on  the  envelope  for  the 
desired  part  of  the  address,  and  they  are  delayed  if  the  part 
sought  for  is  not  in  its  accustomed  place. 

There  is  a  tendency  when  addressing  envelopes  with  the 
typewriter  to  write  the  name  of  the  city  and  the  state  on  the 
same  line.  When  this  is  done,  the  street  and  number  may 
occupy  the  second  line  of  the  address  —  the  city  and  state, 
the  third.    (See  illustration,  page  26.) 


FOLDING  AND  DIRECTING  25 

The  stamp  should  be  right  side  up  in  the  upper  right-hand 
corner  of  the  envelope.  It  ought  not  to  be  necessary  to  men- 
tion this,  but  it  is.  When  the  stamp  is  in  any  place  except  the 
proper  place,  it  is  an  annoyance  to  the  postal  clerk  in  cancel- 
ing it  and  a  mild  insult  to  the  one  receiving  the  letter. 


Corner 
Card 

Name  and  title 

« 

City 

State 

Street  and  No. 

(or  other  special  direction) 

The  name  and  address  of  the  writer  is  sometimes  printed 
on  the  back  of  the  envelope  instead  of  in  the  upper  left-hand 
corner  on  the  face.    (See  page  27.) 


RICHARD  YOUNG 

RUTLAND.  VT. 

• 

Messrs. 

Hayes  &  Co. 
Boston 

Mass. 

240  Tremont   Street 

26  THE  BUSINESS  LETTER 


RICHARD  YOUNG 

RUTLAND.  VT. 

■* 

Messrs. 

Hayes  &  Co. 
240   Tremont   St. 

• 

Boston, 

Mass. 

AFTER  5  DAYS  RETURN  TO 
THE  BAY  STATE  CO. 
BROCKTON,  Mass. 


Robert  Scott,  Esq., 

London,  E.  C. 
Eng, 


7  Paternoster  Row. 


It  is  urged  by  some  that  the  above  arrangement  of  address  be  reversed, 
and  the  name  of  the  state  be  written  first,  the  name  of  the  city  second, 
and  the  name  of  the  person  third,  that  being  the  order  in  which  the  postal 
employees  read  the  direction.  However,  the  present  arrangement  is  now 
an  established  custom,  and  any  change  would  lead  to  confusion.  The  pos- 
tal clerks  know  where  to  look  for  the  part  of  the  address  desired,  and  it  is 
as  easily  read  in  one  position  as  in  another. 


FOLDING  AND   DIRECTING 


27 


When  the  introduction  of  the  letter  is  like  Model  4,  Lesson 
3,  the  direction  on  the  envelope  is  as  follows: — 


RICHARD  YOUNG 

* 

RUTLAND.  VT. 

Messrs.    Hayes  &  Co. 

• 

240   Tremont   St. 

Boston,    Mass. 

A  letter  properly  folded  and  inserted  and  opened  as  shown 
below  will,  when  removed  from  the  envelope,  be  right 
end  up,  and  face  toward  the  reader,  ready  for 
reading.  A  single  trial  will  prove  the  con- 
venience of  this  plan. 

If  every  letter  writer  would  write  his 
name  and  address,  or  have  it  printed, 


S.T.WELLS 


in  the  upper  left- 
hand  corner  of 
the  envelope,  or 
across  the  end, 
or  on  the  back, 
all  misdirected 
letters  would  be 
returned  to  the 
writers  by  the 
post  office. 


28  THE  BUSINESS  LETTER 

A  former  Postmaster-General  said,  —  "Now  that  I  am  on  the  subject 
of  losses  in  the  mails,  I  will  tell  you  some  surprising  facts.  Of  more  than 
six  and  a  half  millions  of  pieces  of  mail  matter  received  at  the  Dead  Letter 
Oflfice  in  a  year,  only  a  million  contain  anything  of  value.  It  is  almost 
incredible,  but  true,  that  nearly  half  6f  these  letters  contain  no  signatures 
by  means  of  which  they  could  be  returned  to  the  writers.  They  consist, 
in  the  main,  of  letters  from  one  member  of  the  family  to  another  and 
are  signed,  'Your  loving  husband,'  'Harry,'  'Your  affectionate  mother,' 
or  'Your  own  little  wife,'  and  so  on. 

"  Last  year  there  came  to  the  Dead  Letter  Office  eleven  thousand  letters 
which  contained  lottery  tickets,  and  two  hundred  thousand  contained 
pictures  and  papers  unfit  for  circulation.  Of  course,  all  these  were  destroyed. 
Half  a  million  letters  came  from  foreign  countries,  and  these  were  returned 
to  the  countries  from  which  they  came.  Two  hundred  thousand  letters 
were  restored  unopened  to  the  writers.  Nearly  three  hundred  thousand 
letters  which  contained  enclosures  were  restored  to  the  writers,  and  about 
three  and  three-quarter  millions  were  destroyed,  it  being  impossible  to 
find  the  owners. 

"  I  wish  the  people  who  use  the  mails  could  be  made  to  understand  that 
the  observance  of  a  few  simple  rules  would  greatly  reduce  the  number  of 
lost  letters.  A  good  practice  is  always  to  scan  the  address  of  the  letter 
before  posting  it.  All  writers  of  letters  do  not  care  to  place  their  names  and 
addresses  upon  the  corner  of  the  envelope;  but  if  they  would  do  so,  there 
would  be  fewer  undelivered  letters.  We  could  n't  by  law  or  regulation 
require  the  affectionate  mothers  and  wives  and  husbands  and  sweethearts 
and  sons  and  daughters  to  sign  their  full  names  and  have  their  addresses 
either  at  the  top  or  bottom  of  their  letters;  but  if  they  would  do  this, 
a  million  and  a  half  more  letters  would  be  restored  to  their  owners  each 
year." 


PRACTICE 

Tiake  envelopes,  or  pieces  of  paper  the  size  of  an  envelope,  and  address 
them  to  the  following,  using  suitable  titles:  — 

1.  The  Boston  &  Maine  R.R.,  116  Canal  St.,  Boston,  Mass. 

2.  Charles  Cunningham,  Esq.,  Glenwood,  Iowa. 

3.  Howe  &  Johnson,  202  Broadway,  New  York  City. 

4.  Theo.  Ames,  %  James  Harding,  Hotel  de  Europe,  Cairo,  Egypt. 

5.  William  Thurston,  Box  1065,  Liverpool,  Eng. 

6-15.  Also  first  ten  persons  mentioned  at  the  end  of  Lesson  3. 


PART  TWO 
THE  SUBJECT  MATTER  OF  THE  LETTER 

LESSON  7:  ORDERS 

JL  HE  second  part  of  the  letter  —  the  message  —  is  the 
vital  part,  and  it  must  have  tone  and  quality  if  it  is  to  do  the 
work  for  which  it  is  intended. 

The  business  letter  is  a  potent  force  in  modern  business- 
building  and,  rightly  used,  will  enlarge  the  horizon  of  any 
business.  Whether  the  house  does  a  mail-order  business  or 
not,  the  letter  may  be  made  a  valuable  aid  in  selling.  Every 
acknowledgment  of  an  order  or  payment,  every  answer  to  in- 
quiry, or  adjustment  of  complaint,  has  great  possibilities  for 
attracting  orders. 

It  is  not  sufficient  that  the  writer  of  the  letter  merely  have 
something  to  say;  he  must  say  it  in  a  clear,  forceful  way. 
This  strength  and  clearness  of  expression  comes  from  a 
knowledge  of  the  meaning  of  words.  Words  offer  a  profit- 
able field  of  study  for  every  one  and  doubly  so  for  the  business 
letter  writer.  A  good  word  student  is  usually  a  good  corre- 
spondent. He  knows  the  value  of  each  word  he  uses,  and 
the  reader  is  never  left  in  doubt  as  to  the  meaning  intended. 

"The  message  comes  on  the  wings  of  clear,  exact,  strong,  convincing, 
well-known  words  and  makes  its  impression.  Alexander  Hamilton  said, 
*  The  choice  of  words  requires  the  greatest  faculty  of  the  human  mind  — 
selection.'  Hawthorne  speaks  of  the  *  unaccountable  spell  that  lurks  in  a 
syllable.' 

"And  yet  there  is  no  '  black  art'  about  it,  the  study  of  words  is  one  that 
will  pay  any  man  well  for  his  time.  '  Every  word  Webster  spoke  weighed 
a  pound.'  'Every  word  came  rolling  like  a  wave  of  the  Atlantic,  three  thou- 


30  THE  BUSINESS  LETTER 

sand  miles  long.'  And  there  is  character  in  words:  'eager  words'  —  'weak 
words'  —  'sick  words'  —  'tired  words'  —  'faint  words'  —  'brave  words' 
—  Shakespeare  observes,  and  'successful  words.'  'A  word,'  he  says, 'is 
short  and  quick,  but  works  a  long  result;  therefore,  look  well  to  words.'"  ^ 

Simple  words  are  much  the  stronger  for  commercial  corres- 
pondence as  well  as  for  commercial  life  generally.  Clean- 
cut  Anglo-Saxon  is  the  strongest  and  safest  thought  carrier 
we  have. 

IjUSINESS  houses  are  making  an  effort  to  get  away  from 
the  stilted,  stereotyped  style  of  letter  writing  which  has  been 
too  evident  in  the  past.  More  business  is  being  done  each 
year  by  correspondence.  The  letter  goes  when  and  where 
it  is  impossible  for  the  salesman  to  go;  and  if  it  is  to  do  the 
work  of  the  salesman,  it  must  be  straightforward,  clear,  con- 
vincing, tingling  with  life  and  bristling  with  personality.  The 
old  "In-reply-to-yours-of-16th-inst.  -we-beg-to-state-that- 
we-  are-  sending  -  you  -  under  -  separate  -  cover  -  our  -  latest-  cata- 
logue-etc."  style  takes  the  short  cut  to  the  waste  basket.  The 
modern  business  letter  must  be  of  the  informal,  man-to-man 
style  —  one  should  write  just  as  he  would  talk  to  the  other 
fellow  were  he  only  across  the  desk  from  him. 

The  natural,  conversational  style  is  by  far  the  most  effec- 
tive in  letter  writing;  yet,  in  writing,  as  in  speech,  the  writer 
must  adapt  his  style  somewhat  to  the  person  to  whom  he  is 
writing.  The  busy  man  of  affairs  wants  all  the  essential  facts 
in  a  concise  form,  while  the  out-of-town  customer  who 
receives  but  few  letters  is  pleased  and  rather  complimented 
by  receiving  letters  somewhat  longer  than  usual,  giving  the  de- 
tails more  fully. 

In  ordering  goods,  the  articles  should  be  so  definitely  de- 
scribed that  there  can  be  no  doubt  as  to  what  is  wanted.  Noth- 
ing could  be  more  indefinite  than  to  say,  "Send  me  10  sets 

^  Business  Men's  Library,  vol.  iv,  p.  13. 


ORDERS  31 

of  Shakespeare's  works,"  as  his  works  are  bound  in  all  kinds 
of  ways  from  single  plays  in  paper  covers  at  a  few  cents  a  copy 
to  complete  sets  costing  $40  or  more.  The  name  of  the  edi- 
tion and  the  style  of  binding  must  be  given  when  ordering 
books. 

When  catalogues  are  obtainable,  the  article  may  be  ordered 
simply  by  number.  In  the  case  of  fabrics,  there  are  so  many 
grades  and  shades  of  any  given  one  that  description  is  often 
difficult.  It  is  best,  in  such  cases,  to  send  samples  of  the  fabric 
desired.  Pictures  of  large  articles,  cut  from  catalogues  or 
other  advertisements,  are  a  good  means  of  identification. 
It  is  often  of  assistance  to  the  sales  people  to  know  the  price 
of  the  article  you  are  ordering,  especially  when  samples  are 
not  at  hand  and  accurate  description  is  impossible.  It  is  better 
to  write  for  samples  or  for  further  information  about  an  article 
when  in  doubt  about  any  essential  feature. 

When  more  than  one  item  is  ordered,  each  item  should  be 
given  a  line  by  itself  (and  more  if  necessary),  and  each  of 
these  lines  should  be  begun  at  the  paragraph  margin. 

Shipping  directions  and  terms  are  a  necessary  part 
of  such  a  letter.  They  should  state  exactly  how  the  goods 
are  to  be  sent,  whether  by  parcel  post,  express,  or  freight, 
and  in  either  of  the  last  two  cases,  by  what  road  or  steam- 
ship line. 

Unless  the  terms  of  sale  are  clearly  understood  by  both 
the  buyer  and  the  seller,  they  also  should  be  mentioned  in 
the  order. 

Such  expressions  as  "sendat  once"  or  "at  your  earliest 
convenience"  have  been  exhausted  by  overwork  and  now 
have  no  force  whatever.  Any  merchant  who  expects  to  suc- 
ceed will  attend  to  all  business  matters  promptly  without 
being  told  to  do  so.  When  nothing  is  said  about  the  time  of 
shipment,  it  is  understood  that  the  goods  will  be  shipped 


THE  BUSINESS  LETTER 


C    M.   BLOCK 

SHOE   DEALER 

The  Place  School  Shoes 

for  Quality  a  Specialty 


TROY,  OHIO,  Aug.  12,  1914 

Messrs.  Carson  &  Co. 
33  Front  St. 

Chicago,  111. 

Gentlemen:-   Please  send  me  by  American  Express,  on 
account,  30  days,  the  following  goods: 

50  pairs  Boy's  blucher,  calf,  "Walkover" 
shoes,  sizes  3  to  6. 

75  pairs  Misses,  button,  Oxford,  vici  kid 
shoes,  sizes  1  to  4. 

Please  ship  these  shoes  so  that  I  may  have  them  on 
sale  a  full  week  before  the  beginning  of  school,  which 
opens  Sept.  5th.  These  shoes  are  for  the  school  trade  and 
will  be  of  little  use  to  me  unless  they  are  in  stock  by 
Aug.  28th. 

Yours   truly. 


e7i[.n6,<^ 


within  a  reasonable  time.  Should  the  goods  be  needed  in  a 
hurry,  the  writer  should  state  carefully  when  he  wants  them 
and  give  his  reason  for  haste.  This  will  secure  prompt  atten- 
tion or  even  make  it  a  "rush  order,"  while  no  notice  would 
be  taken  of  the  worn-out  "at  once"  expression. 


ACKNOWLEDGMENTS  OF   ORDERS  33 

PRACTICE 

Using  your  present  address  for  a  heading,  write  appropriate  and  definite 
letters  to  cover  the  following  orders,  combining  two  or  more  orders  into 
one  letter  where  it  is  reasonable  to  do  so  :  — 

1.*  1000  bu.  wheat  (spring  wheat  No.  2). 
500  bu.  corn  (yellow,  grade  No.  2). 

2.  Six  kinds  of  groceries. 

3.  A  quantity  of  wood  (for  fuel). 

4.  One  rug. 

5.  A  set  of  Shakespeare's  works. 

6.  A  dictionary. 

7.  The  World's  Work,  published  by  Doubleday,  Page  and  Company, 
Garden  City,  Long  Island,  N.Y.;  $3.00  a  year. 

8.  Sleeping  car  accommodations  from  your  city  to  St.  Louis,  Mo.  (or,  to 
San  Francisco,  if  you  live  in  or  near  St.  Louis). 

9.  One  hundred  copies  of  the  bookkeeping  text  now  used  in  your  school. 

10.  One  pair  of  shoes  from  The  Rice  Hutchins  Co.,  Boston,  Mass.    (It 
is  supposed  that  the  measurements  are  enclosed.) 

11.  One  doz.  handkerchiefs  for  your  own  use  from  Robinson  Cleaver  & 
Co.,  Belfast,  Ireland. 

12.  A  ton  of  coal  from  the  City  Coal  Company  (your  city). 

13.  A  door  mat. 

14.  Countermand  order  in  No.  6. 


LESSON  8:  ACKNOWLEDGMENTS  OF  ORDERS 

-L  HE  merchant  should  acknowledge  the  receipt  of  the  order 
as  soon  as  received,  expressing  pleasure  and  assuring  the 
sender  that  his  specifications  or  special  directions  will  be 
carefully  carried  out.  It  is  well  to  repeat,  in  the  acknowledg- 
ment, whatever  unusual  directions  there  may  be  in  the  order. 
When  a  person  places  an  order,  he  naturally  follows  it  with 
interest;  and  any  show  of  interest  on  the  part  of  the  mer- 


34  THE  BUSINESS  LETTER 

chant,  just  at  this  time,  will  go  far  toward  establishing  per- 
manent business  relations.  A  few  words  of  this  kind,  or  the 
mention  of  some  other  goods,  make  excellent  sales  talk  for 
later  orders. 

CARSON   &  COMPANY 

WHOLESALE    SHOE    MERCHANTS 


33  Front  St., 

Chicago,  III.,  Aug.   13.  1914. 

Mr.  C.  M.  Block, 

Troy,  Ohio. 
Dear  Sir, 

Your  order  for  shoes,  which  came  last  evening,  is  now 
in  the  hands  of  a  careful  man  who  devotes  all  his  time  to 
following  up  rush  orders,  and  your  shoes  will  certainly 
reach  you  by  the  28th  of  the  month,  so  that  you  will  have 
them  a  full  week  before  the  opening  of  the  schools,  as  you 
requested. 

In  a  few  days  you  will  receive  our  catalogue  of  winter 
shoes,  showing  some  very  attractive  styles  and  good  values. 
We  shall  hope  to  have  your  order  for  winter  goods  early, 
so  that  you  may  have  them  in  stock  before  the  first  cold 
snap  in  the  autumn. 

Very  truly  yours, 

Carson  &  Co. 


per 


C. 


This  letter  is  in  answer  to  the  order  illustrated  in  Lesson  7. 
Note  that  mention  is  made  of  date  on  which  the  goods  were 
requested  in  the  order  (p.  32).  The  last  paragraph  is  intended 
to  attract  further  business. 


ENCLOSURES  35 

PRACTICE 

Take  the  place  of  the  persons  written  to  in  Lesson  7  and  acknowledge 
the  receipt  of  each  order,  or  combination  of  orders,  in  turn. 

LESSON  9:  ENCLOSURES 

An  enclosure  is  something  —  usually  a  business  paper  such 
as  an  order-slip,  remittance,  receipt,  bill,  or  statement  — 
enclosed  in  the  envelope  with  the  letter. 

A  letter  accompanying  an  enclosure  should  contain  a 
precise  statement  as  to  what  the  enclosure  is,  the  amount,  its 
purpose,  and,  if  it  is  a  payment,  how  it  is  to  be  applied.  A 
series  of  letters  thus  written  makes  a  complete  history  of  a 
transaction,  as  the  writer  keeps  copies  of  all  letters  sent,  and 
the  receiver  files  th^  letters  when  received.  Any  item  in 
the  transaction  may  be  ascertained  by  reference  to  the  letter 
book  or  the  files  long  after  the  enclosures  have  been  passed 
to  the  bookkeeper  and  have  become  matters  of  record. 

A  TRANSACTION  made  by  letter  is  as  binding  as  though 
a  formal  contract  had  been  drawn  up,  the  letters  taking 
the  place  of  the  written  contract,  or  rather  constituting  the 
written  contract.  The  details  are  as  important  as  though 
made  by  an  attorney  at  law  and  should  receive  as  careful 
attention  at  the  hands  of  the  letter  writer  as  the  lawyer  would 
give  them. 

Another  advantage  in  stating  the  details  is  that  a  wrong 
enclosure  or  incorrect  amount  may  be  easily  detected  and 
corrected  at  once.  The  one  remitting  money  has  a  right  to 
say  to  which  of  several  accounts  the  payment  shall  be  ap- 
plied, and  he  should  give  this  information  if  he  has  any  choice 
in  the  matter.  In  absence  of  such  direction,  the  creditor  may 
apply  it  as  he  chooses ;  he  may  even  apply  it  to  an  outlawed 
account. 


36  THE  BUSINESS  LETTER 

_CiNCLOSURES  such  as  notes,  checks,  bills  of  exchange, 
receipts,  etc.  should  be  laid  upon  the  face  of  the  letter  with 
the  top  edge  and  the  left-hand  end  even  with  the  correspond- 
ing edge  of  the  letter,  then  fastened  with  a  small  paper-fast- 
ener and  folded  with  the  letter.  Several  enclosures  may  be 
put  into  one  letter,  but  each  one  should  be  mentioned.  The 
word  "Enclosure  "  or  "Enclosures  "  should  appear  in  the  lower 
left-hand  corner  of  the  letter  and  be  followed  by  the  number, 
in  figures,  of  the  papers  enclosed.  This  is  done  so  that  the 
stenographer  will  not  neglect  to  enclose  the  proper  papers, 
and  so  that  the  one  receiving  the  letter  may  see  at  a,  glance 
whether  any  are  missing. 

At  is  unsafe  to  send  currency  in  an  envelope  unless  it  is 
small  coins  properly  wrapped  in  a  coin  card.  Unless  this  is 
done,  the  coin  is  almost  sure  to  wear  a  hole  in  the  envelope 
and  be  lost.  Paper  money  may  be  detected  and  misappropri- 
ated. Any  one  sending  money  in  this  way  does  so  at  his  own 
risk.  The  usual  way  of  making  payments  by  mail  is  by  postal 
order,  draft,  or  check.  Postal  orders  are  convenient  for  small 
amounts  but  are  expensive  for  large  amounts;  besides,  they 
cannot  be  issued  for  more  than  $100  each.  Bank  drafts  are 
used  in  transactions  between  banks,  and  by  persons  in  send- 
ing money  to  those  with  whom  they  have  no  established  busi- 
ness relations;  but  checks  are  by  far  the  most  common  form 
of  remittance. 

PRACTICE 

Cut  pieces  of  paper  about  the  size  of  the  required  business  papers  (say 
3  by  7  inches  for  checks,  notes,  and  drafts)  and  enclose  with  the  letters 
that  you  will  write :  — 

1.  Write  to  the  International  Transportation  Co.  this  city,  enclosing  a 
check  for  the  month's  freight  bill. 

2.  Write  to  Messrs.  Howard  &  Jones,  276  Main  St.,  Cincinnati,  sending 
them  a  note  on  account. 


ENCLOSURES  37 


^ip<^  Troy,  Ohio.  ^Jfj^./%,  i^iAi^ 

PARA  TRUST  COMPANY 

Pay  to    //i£^i^^.  CdA^d^cn^    ^ Ctr.,         or  Order 

^^/rr  .4hUynJyiJU^^£/yC^iiu^J^^  JT -?^        DoLLARS 


Gentlemen :- 

This  check  for  S275  is  in  payment  of  j 
bill  of  goods  bought  from  you  Aug,  12th,  due 
to-day. 

Yours   truly. 


Q7J\.f^-€o<J^ 


Enclosure  1. 


3.  An  account  has  been  settled  in  full  by  one  of  your  debtors.    Write 
him,  enclosing  a  receipt. 

4.  Send  a  postal  money  order  to  Mr.  W.  B.  demons,  348  Pearl  Street, 
Albany,  N.Y.,  on  account. 

5.  Send  a  bank  draft  to  Messrs.  Dunbar  &  Co.,  for  $26.72  in  payment  of 
account  as  shown  by  their  last  monthly  statement. 


38  THE  BUSINESS  LETTER 

6.  Send  express  money  order  to  Doubleday,  Page  &  Company,  Garden 
City,  Long  Island,  in  payment  of  one  year's  subscription  to  The  World's 
Work. 

7.  Enclose  a  bill  of  lading  with  letter  to  John  Denton,  28  Fifth  Av., 
Chicago,  111.,  for  goods  shipped  them  to-day. 

8.  Send  check  to  the  Gas  Company  (your  city)  in  payment  of  last  month's 
gas  bill. 

9.  Send  bill  to  Samuel  Johnson,  106  High  St.,  Holyoke,  Mass.,  for 
goods  sold  them  yesterday. 

10.  Send  a  receipt  to  a  customer  who  has  just  settled  in  full. 

11.  Send  receipted  bill  for  cash  sale  of  goods  to  Messrs.  Hall  &  Sons, 
246  Commercial  St.,  Columbus,  Ohio. 

12.  Send  bank  draft  to  Messrs.  Rousset  et  Compagnie,  260  Grand  Rue, 
Geneva,  Switzerland. 

13.  Send  bank  draft  to  Messrs.  Little  Brown  &  Co.,  Boston,  Mass.,  for 
10  copies  of  Blackstone's  Commentaries  at  $4.00  each. 

14.  Send  a  bill  to  Mrs.  Emma  Jackson  for  goods  sent  her  to-day  —  $38.50. 

15.  Send  a  ^/l  to  an  out-of-town  customer  to  whom  you  have  shipped 
12  cases  of  goods. 


LESSON   10:  ACKNOWLEDGMENT  OF  PAYMENT 

X  HIS  kind  of  letter  ought  to  express  thanks  in  some  way 
for  the  payment  and  should  state  in  figures  the  amount  of 
money  received. 

Promptness  in  answering  business  letters,  especially  those 
containing  remittances,  requests  for  quotations,  information, 
etc.,  is  of  great  importance.  Delay  is  sure  to  cause  annoyance 
and  is  likely  to  lose  business.  Punctuality  is  one  of  the  prime 
virtues  of  a  good  business  man.  Its  value  cannot  be  over- 
estimated. It  will  get  and  hold  business  where  tardiness 
meets  with  failure.  Credit  is  freely  given  to  the  punctual  man, 
while  it  is  often  withheld  from  the  tardy  man  simply  because 
of  his  tardiness. 


ACKNOWLEDGMENT  OF  PAYMENT  39 


CARSON  8c  COMPANY 

WHOLESALE    SHOE    MERCHANTS 


33  Front  St., 

Chicago,  III.,  Sept.   12,   1914, 

Mr.  C.  M.  Block, 
Troy.  Ohio. 

Dear  Sir, 

Thank  you   for   your   check  for  S275  which   you 

sent   us  yesterday.      This  pays  your   account   in   full, 

but   we   shall   not   be   quite   satisfied  until   we  have 

your  name   on   our   books   for  another   order. 

Yours    truly, 

Carson  &  Co. 

per  C. 


PRACTICE 

1.  George  White,  Linville,  Conn.,  has  just  sent  you  a  cheek  for  $75  to 
apply  on  account.  Acknowledge  its  receipt.  No  receipt  is  necessary  —  the 
letter  is  suflficient. 

2.  Write  to  Messrs.  Howard  &  Co.,  175  Bridge  St.,  Cleveland,  Ohio, 
acknowledging  receipt  of  a  draft  for  $125  in  full  of  account. 

3.  You  have  previously  requested  Richard  Bond,  Rock  Island,  111., 
to  remit  in  full  of  account.  He  now  sends  you  a  check  for  $160,  which  is 
but  one  half  the  indebtedness.    WMte  to  him. 

4.  Take  the  place  of  Mr.  demons  in  Exercise  4,  Lesson  9,  and  answer 
the  letter. 

5.  A  customer  sends  $25  on  account.   Send  a  receipt. 


40  THE  BUSINESS  LETTER 

6.  A  customer  sends  a  check  for  $78.20  in  full  of  account  as  shown  by 
your  statement,  which  he  returns  to  have  receipted.  Write  him,  enclos- 
ing the  receipted  statement. 

7.  A  customer  sends  $50  on  account.  Write  a  letter  acknowledging  its 
receipt. 

8.  A  customer  who  owes  you  $41.25  sends,  by  mistake,  $42.25.  Write 
him,  enclosing  your  check  for  $1.00,  the  amount  overpaid. 

9.  Send  a  receipt,  with  letter,  to  a  customer  who  has  just  remitted  $28 
on  account. 

10.  Send  receipted  bill  for  cash  sale  to  Geo.  Hall,  Maiden,  Mass. 

11.  A  customer  writes  that  he  is  "  enclosing  a  check,"  but  omits  the  en- 
closure.   Write  him. 

LESSON  11:  EXTENSION  OF  TIME 

At  may  be  necessary  for  a  debtor  occasionally  to  ask  for 
an  extension  of  time  on  some  part  of  his  account.  If  he  hopes 
for  a  favorable  answer,  he  should  make  the  request  before  the 
account  falls  due.  This  will  indicate  that  he  wishes  to  be  punc- 
tual and  will  put  him  in  a  better  light  than  if  he  waits  until 
the  account  becomes  due.  Then,  too,  the  creditor  may  be  de- 
pending upon  this  payment  for  purposes  of  his  own;  and,  if  it 
is  not  forthcoming,  he  will  want  to  know  it  as  early  as  possible. 
The  letter  will  have  a  tone  of  sincerity  if  the  cause  of  the 
delay  is  stated.  Whether  the  cause  can  be  given  or  not,  the 
letter  should  contain  a  definite  promise  of  payment  on  or 
before  a  fixed  date  and  should  give  the  grounds  upon  which 
the  new  promise  is  based. 

There  are  times  when  it  is  best  to  be  lenient  toward  a  debtor,  as  was 
found  during  the  financial  crisis  of  1907,  Instead  of  forcing  payment  and  get- 
ting but  a  percentage  of  the  debt,  the  time  of  payment  was  in  many  cases 
extended;  and,  in  some  cases,  additional  aid  was  given,which  tided  the  busi- 
ness over  its  temporary  embarrassment  until  it  could  pay  dollar  for  dollar. 

While  the  regular  term  of  credit  may  be  30,  60,  or  90  days,  there  are  no 
general  rules  to  be  followed  in  the  exceptional  cases,  each  case  being  de- 
cided according  to  the  circumstances  surrounding  it. 


EXTENSION  OF  TIME  41 

PRACTICE 

1.  You  owe  a  bill  of  $1150,  falling  due  Nov.  4th,  to  Messrs.  Forbes  & 
Wallace  of  New  York.  There  is  a  great  demand  in  the  West  at  this  time 
for  money  with  which  to  move  the  crops,  making  money  scarce  in  your 
locality,  and  collections  difficult  as  a  consequence.  You  have  several  thou- 
sand dollars  maturing  within  three  weeks,  which  you  will  have  in  hand 
Nov.  15th.  Write  to  Forbes  &  Wallace,  asking  for  an  extension,  setting 
date  of  payment. 

2.  Write  to  your  grocer,  asking  for  two  weeks'  extension  on  your  account. 

3.  There  has  been  a  strike  in  your  city,  which  has  crippled  your  busi- 
ness, causing  your  inability  to  pay  Geo.  Davis  &  Co.,  Cleveland,  Ohio, 
just  at  this  time.  The  strikers  have  to-day  submitted  their  claims  to  the 
State  Board  of  Arbitration,  and  a  settlement  of  the  disputed  points  seems 
near.   Write,  asking  an  extension. 

4.  Carleton  Stone,  your  employer,  who  has  always  been  prompt  in  pay- 
ments, asks  an  extension  of  one  week  on  a  bill  of  $246.50  due  L.  C.  Baker, 
1300  Munro  Av.,  Grand  Rapids,  Mich.   Write  for  Mr.  Stone. 

5.  Anderson  &  Sons,  your  employers,  have  a  bill  of  $890,  due  S.  B.  White 
&  Co.,  St.  Louis,  falling  due  within  three  days  from  this  date.  They  are 
taking  account  of  stock.  Write  to  S.  B.  White  &  Co.,  asking  for  extension. 

6.  You  are  to  be  out  of  town  for  a  week  on  business.  Write  to  the 
Emerson  Company,  Brockton,  Mass.,  asking  permission  to  delay  payment 
of  your  bill  for  a  few  days. 

7.  Thanksgiving  Day  was  followed  by  a  two-days'  storm,  which  kept 
shoppers  at  home.  The  loss  of  these  three  days'  business  has  made  you  a 
little  short  of  funds.  Write  to  a  creditor  about  a  certain  bill  falling  due  one 
week  from  date. 

8.  Your  subscription  to  the  System  Magazine,  published  by  The  System 
Company,  Chicago,  HI.,  expires  this  week.  Ask  them  to  renew  the  subscrip- 
tion —  you  will  pay  for  it  out  of  next  week's  salary. 


LESSON  12:  EXTENSIONS  {continued) 

PRACTICE 

Note.  —  Study  the  letter  from  Forbes  &  Wallace  (see  page  43)  and 
see  how  tactfully  it  is  constructed.  Their  intimate  knowledge  of  business 
conditions  is  indicated  in  the  first  paragraph  by  reference  to  the  dullness  of 


42  THE  BUSINESS  LETTER 

trade  and  in  the  third  by  reference  to  Stone  &  Co.'s  bank  and  credit.  In  the 
first,  second,  and  third  paragraphs,  favorable  reference  is  made  to  their 
reputation  and  financial  standing  in  a  way  that  is  pleasing  to  them.  The 
second  paragraph  gives  a  good  reason  for  not  granting  the  request,  and  the 
third  suggests  a  way  out  of  the  diflficulty.  The  closing  paragraph  sums  up 
the  matter  and  sets  a  date  when  payment  is  expected  —  firm  but  courteous. 

1.  A.  C.  Benton,  Concord,  N.H.,  writes,  asking  for  two  weeks'  extension 
on  his  bill  for  $250.  He  gives  dullness  of  trade  caused  by  a  strike  on  the 
railroad  as  the  reason.   Write  to  Benton,  granting  his  request. 

2.  Wm.  Wilson  asks  for  an  extension  of  thirty  days  on  his  bill  of  $50, 
but  gives  no  reason  why  he  cannot  pay,  nor  does  he  give  any  assurance  of 
paying  at  the  end  of  the  time.   Refuse  his  request. 

3.  C.  M.  Block,  whose  bill  for  $68.75  falls  due  within  a  few  days,  writes 
for  a  two  weeks'  extension,  giving  positive  assurance  that  he  will  pay  at 
the  end  of  that  time.   Answer  this. 

4.  A.  B.  Cunningham,  who  owes  you  $25  on  a  running  account,  which 
is  long  past  due,  asks  for  more  time,  giving  no  reasons  or  promises.  Answer 
this. 

5.  Julian  South  worth,  whose  bill  for  $18  comes  due  one  week  from  to-day, 
met  with  an  accident  which  has  kept  him  from  his  usual  employment  for 
some  time.  Because  of  this,  he  now  asks  for  two  weeks'  additional  time. 
Write  him. 

6.  Wm.  Kent,  who  is  known  as  a  "spender"  and  is  always  behind  in 
his  payments,  asks  for  more  time  on  his  overdue  account.  Point  out  tact- 
fully that  this  is  overdue  and  try  to  arrange  for  small  weekly  payments. 

7.  Mrs.  Adam  Thompson  writes  that  her  husband  is  away  on  a  two  weeks' 
business  trip.  She  asks  a  creditor  that  the  account  be  allowed  to  stand  until 
his  return.    Write  Mrs.  Thompson's  letter. 

8.  A  new  customer  asks  for  more  time  on  his  first  bill.  He  gives  no  rea- 
son for  the  request  and  makes  no  new  promises.    Answer  this. 

9.  A  customer  from  whom  one  can  hardly  collect  without  a  lawsuit  asks 
for  more  time.   Write  him. 

10.  An  account  owed  you  by  Mr.  Z.  K.  Fine  of  your  city  is  one  month 
overdue,  and  he  now  asks  for  more  time.   Answer  him. 

11.  C.  K.  Rogers,  a  recent  customer,  has  just  sent  you  a  $500  order  for 
goods  on  account;  but  he  has  not  settled  for  the  previous  purchase.  Express 
pleasure  at  receiving  the  new  order,  but  tactfully  tell  him  that  you  will 
delay  the  filling  of  the  order  until  he  settles  the  old  account. 


EXTENSION  OF  TIME  43 


ALL    KINDS    OF    MERCHANDISE 
3Q-4.0  EA.S'T  14th  ST.,   NEW  YORK  CITY 


Oct.  26,  1914. 

Messrs.  Stone  &  Co., 
148  Main  St. , 

Boston.  Mass. 

Gentlemen,-  We  know  that  the  condition  of  trade  in  your 
part  of  the  country  is  a  little  slow  just  now.  but  we  hope 
that  will  not  prevent  you  from  maintaining  the  enviable  rep- 
utation for  prompt  payment  which  your  house  now  enjoys. 

The  process  of  producing  our  goods  and  preparing  them 
for  market  requires  a  long  time,  which  prevents  us  from 
turning  our  capital  as  often  as  is  the  case  with  other  kinds 
of  goods.   Were  this  not  the  case  we  should  be  glad  to  be 
freer  with  our  credit  to  reliable  houses  like  yours. 

We  know  that  your  credit  is  perfectly  good  at  the  First 
National  Bank  of  your  city  and  that  it  puts  you  to  no  in- 
convenience to  secure  a  loan  of  this  size.   If  collections 
are  such  that  they  do  not  warrant  your  sending  a  check  for 
the  balance  of  your  account,  we  are  sure  that  you  will  find 
the  First  National  Bank  ready  and  willing  to  take  your 
paper. 

We  shall,  therefore,  confidently  expect  a  remittance 
from  you  by  the  4th  of  the  month. 

Yours  truly, 
•  Forbes  &  Wallace 

per  ^.  U.  lir. 


44  THE  BUSINESS  LETTER 

LESSON   13:  REQUESTS  FOR  PAYMENT 

IT  is  not  difficult  to  sell  a  man  something  that  he  already 
wants,  but  to  get  him  to  part  cheerfully  with  something  that 
he  wishes  to  keep  is  quite  another  matter.  And  this  is  the 
task  that  the  collection  department  sets  for  itself. 

The  punctual  customer  will  usually  settle  his  account  upon 
receipt  of  your  statement  showing  that  the  account  is  due, 
but  the  delinquent  customer  requires  tactful  and  careful 
handling.  Many  of  these  are  customers  worth  having,  yet 
they  are  slow  to  pay  and  need  to  be  prompted.  It  is  easier 
to  retain  an  old  customer  than  to  get  a  new  one. 

The  several  ways  of  collecting  outstanding  accounts  are: 
by  messenger,  by  correspondence,  through  banks  and  collec- 
tion agencies,  and  by  legal  proceedings.  The  second  method 
—  correspondence  —  is  by  far  the  most  used  and  is  the  one 
that  immediately  concerns  us  in  our  study  of  letter  writing. 
It  certainly  has  the  advantage  of  being  a  record  of  what  passes 
between  the  house  and  the  debtor  as  well  as  that  of  systematic 
effort. 

IN  most  cases,  for  the  well-meaning  delinquent,  a  courteous 
reminder  that  the  account  is  due  and  yet  unpaid  is  sufficient. 
This,  the^r^^  letter,  should  call  attention  to  the  overdue  ac- 
count and  indicate  that  you  desire  a  remittance  from  him. 
It  must  in  no  way  reflect  upon  the  honesty  or  business  meth- 
ods of  the  debtor,  or  upon  his  ability  to  pay.  But  it  should  be 
written  in  a  cordial  spirit  and  assume  that  this  matter,  which 
is  probably  due  to  oversight,  will  be  attended  to  as  soon 
as  it  is  brought  to  his  attention. 

A  little  sales  talk  at  the  end  of  the  letter  will  not  only  make 
him  feel  all  right  about  the  request  for  payment,  but  will  show 
him  that  you  still  value  him  as  a  customer  and  wish  to  retain 
his  trade.  This  will  tend  to  remove  the  momentary  annoy- 
ance which  your  request  may  cause  him  and  often  will  lead 


REQUESTS   FOR  PAYMENT  45 

to  further  orders,  while  a  tactless  request  might  mean  the 
loss  of  a  customer.   For  instance,  ^ou  might  say:  — 


Dear  Sir. 

Enclosed  is  a  statement  of  your  account,  show- 
ing, a  balance  of  S274.54  due  on  the  5th  inst. 

The  payment  of  this  account  has  probably  been 
overlooked  by  you.  or  it  may  be  that  a  check  is  al- 
ready on  the  way. 

Yours  truly. 

Or,  supposing  that  you  are  writing  to  the  manager  of  a  Busi- 
ness School,  you  might  write  in  this  way :  — 

Dear  Sir, 

In  the  rush  of  the  registration  of  students  the  en- 
closed account,  which  is  already  several  days  overdue, 
evidently  has  been  overlooked  by  you.   We  therefore  feel 
sure  that  this  reminder  will  be  all  that  is  required  to 
make  a  settlement  forthcoming. 

Are  the  shorthand  pencils  which  you  are  using  in  your 
school  giving  satisfaction?   The  "Stenographer"  is  a  pen- 
cil highly  prized  by  all  shorthand  writers;  greater  speed 
and  clearer  outlines  are  made  with  it  because  the  point 
is  much  less  likely  to  break  than  is  the  case  with  other 
pencils. 

We  are  making  a  specialty  of  this  shorthand  pencil, 
and  we  shall  be  pleased  to  send  you  a  half-dozen  for 
trial,  free  of  charge,  should  your  shorthand  teacher  de- 
sire to  make  the  test. 

Yours  truly. 


46  THE  BUSINESS  LETTER 

X  HE  second  request  for  payment,  no  answer  having  been 
received  to  the  first,  should  be  somewhat  more  pointed  and 
firmer  in  tone,  though  by  no  means  threatening.  This  letter 
will  indicate  the  attitude  of  the  debtor  and  help  you  to  deter- 
mine what  course  to  follow.  It  forces  the  issue  —  he  must 
either  remit  or  lay  himself  liable  to  unpleasant  circumstances. 

The  claim  that  you  are  in  need  of  money,  while  it  may  be 
true,  puts  you  in  the  same  category  with  himself.  He  will 
interpret  it  as  financial  weakness  and  be  likely  to  take  ad- 
vantage of  it.  A  good  working  basis,  of  which  we  can  always 
be  sure,  is  that  the  account  is  due  and  should  be  paid.  Justice 
demands  it;  therefore,  no  apology  is  necessary. 

Some  houses  use  a  series  of  three  or  four  letters,  increasing 
gradually  in  strength.  Others  prefer  to  write  personal  letters, 
instead  of  forms,  to  each  delinquent  who  fails  to  respond  to 
the  first  letter  of  request.  This,  the  second  letter,  may  con- 
tain a  little  sales  talk,  but  the  matter  of  payment  must  be 
made  the  most  important  part  of  the  letter. 

Dear  Sir, 

We  wrote  you  two  weeks  ago.  ca'lling  your 
attention  to  your  overdue  account,  but  have 
heard  nothing  from  you.   We  shall  confidently 
expect  a  remittance  from  you  within  ten  days. 
Yours  truly. 


PRACTICE 

1.  Write  a  suitable  first  letter  to  be  sent  to  James  Spaulding,  whose  ac- 
count is  but  a  few  days  overdue. 

2.  James  Spaulding  has  paid  no  attention  to  your  first  letter.  Write 
him  again. 

3.  You  sent  a  monthly  statement  to  Chas.  Minner  three  weeks  ago,  but 
he  has  paid  no  attention  to  it.  Write  him,  enclosing  another  statement. 
This  is  the  first  letter. 


REQUESTS  FOR  PAYMENT  47 

4.  You  have  previously  sent  two  statements  and  written  once  to  Wm. 
Rice  of  your  city,  concerning  his  overdue  account.   Write  him  again. 

5.  An  account  of  $157.15  owed  by  Jas.  Cannon  has  been  due  for  some 
time.   Write  him.    (This  is  the  first  letter.) 

6.  Assume  that  ten  days  have  passed  since  writing  No.  5,  and  that  Mr. 
Cannon  has  not  answered  your  letter.   Write  him  again. 

7.  The  White  Star  Laundry  Company  owes  you  a  bill  of  $21,50  for 
soap.  You  have  sent  them  two  statements  and  one  letter,  but  have  heard 
nothing  from  them.    Write  again. 

8.  Winn  &  Co.,  who  owe  you  $75,  overdue,  are  known  in  business  circles 
as  "slow  pay"  and  need  some  urging.  You  have  already  written  once; 
write  again. 

9.  Fischer  &  Co.,  who  owe  you  on  a  book  account,  have  had  a  serious 
setback  in  the  form  of  a  fire.  They  have  not  asked  for  an  extension,  yet  the 
account  is  past  due.   Write  them  about  the  account. 

10.  You  have  heard  nothing  from  Fischer  &  Co.,  to  whom  you  wrote  two 
weeks  ago.   Write  again. 

11.  Write  the  first  collection  letter  to  the  What  Cheer  Transfer  Com- 
pany, your  city,  asking  for  payment  of  bill  of  $145  for  hay  and  grain  due 
two  weeks  ago. 

12.  You  have  waited  ten  days  and  heard  nothing.  Write  the  second 
letter. 

LESSON  14:   REQUESTS   FOR   PAYMENT  (continued) 

X  HE  third  letter  should  be  quite  definite  —  courteous  but 
firm.  It  should  bring  the  matter  to  an  issue  by  insisting  upon 
payment  by  a  specified  time. 

Further  sales  talk  or  conciliatory  conversation  is  unneces- 
sary, as  it  is  now  evident  that  the  debtor  has  no  intention  of 
paying  until  forced  to  do  so.  From  the  tone  of  your  letter 
he  will  infer  that  you  intend  taking  definite  steps  to  collect 
the  account,  and  it  will  be  more  effective  to  keep  him  in  sus- 
pense than  to  tell  him  just  what  you  are  going  to  do  in  case 
he  does  n't  pay.  It  is  unprofitable  to  retain  such  a  customer, 
so  train  your  guns  on  him  and  capture  what  is  due  you.  Write 
him  somewhat  like  this:  — 


48  THE  BUSINESS  LETTER 

Dear  Sir, 

You  have  paid  no  attention  whatever  to  our  two 
previous  letters  concerning  your  overdue  account. 
This  forces  us  to  believe  that  you  are  purposely  de- 
laying payment. 

We  must  now  insist  that  this  account  be  settled 
in  full  by  the  25th  inst ,  We  cannot  carry  it  longer. 

Yours  truly, 

JlF  the  third  letter  brings  no  response,  the  fourth  should  be 
final  (provided  there  are  but  four  letters  in  the  series).  It 
should  state  that,  unless  the  account  is  settled  by  a  certain 
date,  it  will  be  given  to  a  lawyer  for  collection.  It  precludes 
all  argument  and  delay  —  he  must  do  this,  or  you  will  do 
that.   This  threat  once  made  must  be  carried  out. 

.Lawyers  may  be  found  in  almost  every  city  and  town 
who  do  a  collection  business.  Lists  of  such  reliable  men  may 
be  found  in  certain  trade  or  legal  journals.  In  case  the  lawyer 
cannot  persuade  the  debtor  to  settle  his  account,  he  then 
takes  the  matter  to  the  court  for  settlement. 

[some  creditors  give  their  accounts  to  a  collection  agency 
to  be  collected,  when  they  cannot  collect  them  for  them- 
selves. These  agencies  have  sets  of  follow-up  letters  which 
they  use  on  the  delinquent,  with  the  result  that  they  often 
collect,  without  litigation,  accounts  which  the  collection  de- 
partment of  the  house  has  found  impossible  to  get. 

Another  way  of  collecting  from  an  out-of-town  customer 
is  to  draw  a  draft  on  him  for  the  amount  due  and  then 
send  it  to  his  bank  for  collection.    This  is  often  very  ef- 


REQUESTS  FOR  PAYMENT  49 

fective,  as  no  business  man  wishes,  or  can  afford,  to  lose 
the  esteem  or  confidence  of  his  banker.  A  man  puts  himself 
in  an  unfavorable  light  when  he  refuses  to  honor  drafts  drawn 
upon  him.  This  method  would  not  be  used  until  after,  say, 
the  second  unsuccessful  attempt  to  collect  by  letter. 

PRACTICE 

1.  James  Spaulding,  to  whom  you  have  written  twice  concerning  his 
overdue  account,  has  not  answered  either  letter.   Write  him  a  third  time. 

2.  Assume  that  you  have  written  twice  to  J.  C.  Hall  &  Co.,  asking  for 
settlement  of  their  account,  but  have  received  no  answer.  Write  a  third 
letter. 

3.  Mr.  Minner,  to  whom  you  wrote  in  No.  3,  Lesson  13,  has  not  answered. 
Write  the  third  time. 

4.  No  answer  having  been  received  to  your  letter  written  in  No.  3  of 
this  lesson,  write  the  fourth  and  final  letter. 

5.  Write  a  third  letter  to  the  Mr.  Rice  mentioned  in  No.  4,  Lesson  13. 

6.  Write  the  fourth  letter  to  follow  the  one  written  in  No.  5  of  this  lesson. 

7.  Write  the  third  and  fourth  letters  for  No.  6,  Lesson  13. 

8.  Write  the  third  and  fourth  letters  to  follow  the  one  written  in  No,  7, 
Lesson  13. 

9.  Your  employer  wishes  you  to  write  a  series  of  four  collection  letters  for 
use  in  the  collection  department,  to  be  mailed  to  delinquents  at  intervals 
of  ten  days  or  two  weeks.    Write  the  letters. 

10.  You  have  not  been  able  to  collect  the  debt  due  from  Mr.  Cannon  (No. 
5,  Lesson  13).  Write  to  John  Y.  Stone,  a  lawyer,  sending  him  the  account 
for  collection. 


LESSON  15:  REQUESTS  FOR  PAYMENT  {continued) 
PRACTICE 

1.  Write  a  series  consisting  of  three  letters  for  collection  purposes, 
similar  to  those  discussed  in  Lessons  13  and  14. 

2.  Write  a  four-letter  series  for  collection  purposes. 


50  THE  BUSINESS  LETTER 

LESSON   16:  ANSWERING   COMPLAINTS 

Were  you  ever  impressed  by  the  courtesy  invariably 
shown  to  customers  by  the  sales  people  in  certain  of  our 
stores?  The  spirit  of  the  house  is  reflected  by  its  representa- 
tives. As  the  salary  of  a  salesman  depends  upon  the  amount 
of  goods  he  can  sell,  so  the  amount  of  his  sales  depends  a 
great  deal  upon  his  treatment  of  the  customers.  Courtesy  is 
no  less  valuable  in  the  oflSce  —  the  profits  of  the  firm  depend 
upon  it  to  a  large  degree.  It  is  an  asset  that  no  one  can  or 
need  do  without.  A  courteous  person  with  medium  ability 
will  succeed  where  a  discourteous  person  with  greater  ability 
will  fail. 

To  control  the  temper  and  maintain  an  even  courtesy,  no 
matter  how  trying  the  circumstances,  is  to  command  respect; 
to  indulge  in  rudeness,  sarcasm,  or  curtness  is  to  invite  loss. 
"He  that  is  slow  to  anger  is  better  than  the  mighty;  and 
he  that  ruleth  his  spirit  than  he  that  taketh  a  city,"  is  a  bit 
of  wisdom  which  is  as  applicable  now  as  it  was  the  day  it  was 
written. 

Courtesy  is  an  indication  of  gentility  in  any  relation  of  life; 
in  business  it  is  indispensable.  This  is  doubly  true  of  the 
written  speech,  for  it  remains  on  record  long  after  the  spoken 
word  has  been  forgotten. 

IF  your  customer  is  worth  having  at  all,  he  is  worth  satisfy- 
ing. When  he  is  satisfied,  he  will  bring  you  more  trade  and 
be  often  of  more  value  to  you  than  a  book-full  of  untried 
prospects;  but  when  he  is  dissatisfied,  he  will  drive  trade 
away. 

Differences  usually  grow  out  of  misunderstandings  and 
mistakes,  and  a  word  of  explanation  will^go  a  long  way  in 
removing  the  annoyance. 

Nineteen  times  out  of  twenty,  the  complaints  of  your  cus- 


ANSWERING  COMPLAINTS  51 

tomer  arise  from  real  causes,  and  he  must  be  treated  with 
courtesy  and  consideration,  and  a  desire  to  straighten  out 
the  matter  for  him  must  be  manifested.  When  your  house  is 
at  fault,  you  certainly  want  to  rectify  the  mistake;  and  when 
the  fault  is  elsewhere,  you  may  be  of  real  service  in  finding 
out  for  the  customer  where  the  trouble  is.  This  willingness 
to  do  more  for  him  than  is  required  of  you  will  prove  the 
sincerity  of  your  desire  to  be  of  service  to  him.  To  create 
such  a  feeling  in  a  customer  is  a  valuable  bit  of  advertising 
for  your  house. 

Your  customer  may  have  written  you  an  acid  letter  and 
said  unpleasant  things,  but  that  is  no  reason  why  you  should 
descend  to  his  level  and  use  discourteous  and  abusive  language 
to  him.  To  ignore  his  offensive  tone  and  answer  him  fairly 
and  fully  preserves  your  self-respect,  disarms  his  antagonism, 
and  makes  it  possible  for  you  to  give  him  the  help  he  really 
needs.  After  all,  ''Business''  in  its  best  sense  consists  in  render- 
ing service. 

Since  usually  a  complaint  is  based  upon  a  real  grievance, 
the  best  way  to  answer  it  is  to  treat  it  seriously  —  to  look  at 
the  matter  through  the  other  mans  eyes  —  get  his  viewpoint. 
Then  begin  your  letter  with  some  statement  that  the  other 
man  will  recognize  and  admit  as  a  matter  of  course,  thus  re- 
moving opposition.  Now  either  grant  his  claim  at  once  in 
a  gracious  manner,  expressing  regret  that  he  has  been  an- 
noyed, or,  if  you  cannot  accede  to  his  demand,  gradually 
lead  him  to  see  the  matter  as  you  do.  You  may  even  be  able 
to  prove  to  him  that  your  way  is  best  for  him,  though  it  may 
not  look  so  to  him  at  first.  The  most  important  thing  is  that 
you  should  have  the  right  mental  attitude  toward  the  maker  of  the 
complaint. 

Read  the  following  letter  of  complaint,  then  notice  the  two 
possible  treatments  of  it  as  illustrated  by  the  two  letters 
which  immediately  follow  this  one:  — 


52  THE  BUSINESS  LETTER 

Gentlemen, - 

Berlin  is  a  long  way  from  Boston,  consequently  your  no- 
tices of  due  date  of  premiums  are  always  late.   They  do  not 
reach  me  until  the  day  the  premium  is  due  and  often  several 
days  later  than  that.   This  makes  my  remittances  late  and 
is  likely  to  cause  me  trouble. 

Many  of  the  up-to-date  American  insurance  companies  are 
considerate  enough  of  their  policy  holders  residing  in 
foreign  countries,  to  appoint  banks  in  the  various  cities, 
where  insurance  premiums  may  be  paid,  thus  saving  the 
policy  holders  much  annoyance  and  perhaps  serious  loss. 
Can  you  not  arrange  to  do  the  same  in  Berlin? 

Yours  truly. 

The  letter  of  complaint  above  might  be  answered  as  fol- 
lows, with  the  result  that  the  writer  would  be  still  more  dis- 
satisfied :  — 

Dear  Sir,- 

We  note  your  complaint  of  the  11th.   We  mail  your  noti- 
ces at  the  same  time  as  the  notices  to  the  other  policy 
holders,  and  it  is  not  our  fault  that  they  do  not  reach  you 
on  time.   The  distance  at  which  you  live  from  the  United 
States  is  your  misfortune,  and  we  fail  to  see  why  we  should 
be  called  upon  to  make  good  in  this  matter. 

It  has  never  been  our  policy  to  establish  collection 
agencies  in  foreign  countries;  consequently  it  will  be  ne- 
cessary for  you  to  get  your  premiums  to  us  on  time,  or  your 
policy  will  lapse. 

Yours  truly. 


ANSWERING   COMPLAINTS  53 

Instead  of  this  tactless  answer,  the  following  might  be  sent. 
Note  the  difference  in  the  tone,  while  it,  also,  is  a  refusal. 


Dear  Sir, 

Berlin  is,  as  you  say,  a  long  way  from  Boston,  and  we 
can  quite  understand  how  you  feel  about  the  notices  not 
reaching  you  as  early  as  they  would  were  you  living  in  the 
United  States. 

We  have  considered  the  question,  which  you  raise,  of 
appointing  an  agent  in  Berlin  to  receive  payment  of  pre- 
miums; but  this  would  add  to  the  cost  of  insurance.   The 
method  of  collecting  premiums  is  one  of  the  items  that  en- 
ter into  the  cost  of  insurance,  and  the  plan  of  collection 
by  mail  has  been  found  to  be  the  least  expensive  to  the 
policy  holder.   Were  we  to  establish  an  agency  in  Berlin, 
the  bank's  charge  for  collecting  and  remitting  would  have 
to  be  charged  to  the  policy  holders  in  and  near  that  city. 
As  there  are  but  few  such,  we  do  not  feel  like  putting  them 
to  this  extra  expense. 

As  there  are  no  variations  in  the  dates  and  amounts, 
can  you  not  make  a  note  of  these  two  things  where  they  will 
be  brought  to  your  attention  far  enough  in  advance  for  you 
to  send  your  remittances  in  ample  time? 

We  would  suggest  that  you  might  save  three  fourths  of 
this  trouble  by  paying  annually  instead  of  in  quarterly 
payments,  as  you  have  been  doing.   Such  a  plan  would  not 
only  save  trouble,  but  would  be  a  money  saving  of  S5.98 
per  year.   June  11th  being  the  anniversary  of  the  policy, 
would  be  a  convenient  time  to  change  to  the  yearly  basis. 
The  yearly  premium  is  S118.52;  and  if  you  wish  to  do  so, 
you  might  pay  that  way  next  June. 

Yours  very  truly. 


54  THE   BUSINESS  LETTER 

PRACTICE 

1.  Mrs.  Ada  Brown  finds  that  one  of  the  articles  that  she  bought  at 
Price's  Department  Store  yesterday  was  not  sent  with  the  other  purchases. 
In  anger,  she  accuses  the  store  of  an  attempt  to  defraud  her  and  threatens 
to  withdraw  her  trade.  The  article  in  question  was  from  another  depart- 
ment and  could  not  be  sent  until  a  later  delivery.  Write  to  Mrs.  Brown 
for  The  Price  Company,  making  an  explanation. 

2.  'Smith  &  Co.  complain  of  delay  in  receiving  goods  from  you.  Write 
them. 

3.  A  customer,  John  Willoby,  complained  of  an  error  in  filling  his  order 
for  a  handbag  —  the  wrong  size  was  sent.  Write  him.  To  save  time,  you 
might  send  the  size  desired,  allowing  him  to  return  the  other  later. 

4.  Goods,  which  you  ordered  three  weeks  ago  and  of  which  you  are  in 
great  need,  have  not  yet  arrived.  Write  to  the  shipper  about  it,  giving 
sufficient  data  for  the  identification  of  this  shipment. 

5.  Wm.  Young,  a  retail  merchant,  accuses  you  of  an  attempt  to  cheat, 
as  you  charged  him  2  cents  a  lb.  more  for  butter  than  you  charged  him 
two  weeks  ago.   This  was  due  to  an  advance  in  price.   Write  him. 

6.  Mrs.  A.  H.  Butterfield,  16  Highland  Av.  (your  city),  who  ordered  a 
Morris  chair  from  your  store  several  days  ago,  now  says  that  you  sent 
an  imitation  mahogany,  though  she  ordered,  as  she  claims,  mahogany. 
She  is  dissatisfied  and  blames  you  for  carelessness.  By  reference  to  your 
letter  files  you  find  that  the  order  was  for  the  imitation  mahogany  and 
that  the  order  was  filled  exactly  as  received.  Answer  Mrs.  Butterfield. 
Don't  emphasize  her  mistake  too  much.  Offer  to  exchange  the  chair. 

7.  An  out-of-town  customer  complains  that  he  has  not  received  the  set 
of  Victor  Hugo's  works  which  he  ordered  a  week  ago.  Express  regret  at  the 
delay  and  say  that  you  are  having  shipment  traced  but  that,  rather  than 
make  him  wait  until  the  books  are  found,  you  are  sending  another  set. 
Ask  him,  should  both  be  delivered,  to  return  one  of  the  sets  at  your  expense. 

8.  Write  to  the  local  R.R.  Co.,  asking  them  to  trace  the  shipment  men- 
tioned in  No.  7. 

9.  The  line  of  Student  Fountain  pens  that  you  are  carrying  is  not  giv- 
ing satisfaction,  as  they  leak.   Write  the  New  York  office  (1248  Nassau  St.). 

10.  Your  new  Progressive  typewriter  is  not  giving  entire  satisfaction. 
Write  to  the  Progressive  Typewriter  agency  in  your  city  about  it.  (The 
address  will  be  fictitious.) 


FORM  LETTERS  _55^ 

LESSON  17:  FORM  LETTERS 

The  correspondence  of  business  houses  naturally  falls  into 
several  well-defined  classes.  The  majority  of  the  letters  be- 
longing to  a  given  class  are  so  nearly  alike  that  the  same  an- 
swer may  be  sent  to  most  of  them.  Such  a  letter  is  carefully 
written  and  framed  to  cover  all  points  usually  raised  in 
inquiries  of  the  class  which  it  is  designed  to  answer.  It  is 
printed  in  imitation  of  typewriter  type  and,  after  the  name 
and  address  have  been  inserted  by  the  stenographer,  it  has 
the  appearance  of  a  typewritten  letter.  The  one  receiving 
such  a  letter  will  read  it  with  more  interest  than  he  would 
if  he  knew  it  to  be  a  circular  letter. 

The  incoming  mail  is  sent  to  the  proper  department  heads 
who  read  their  letters  and  indicate  the  "form"  to  be  sent  in 
reply.  The  stenographer  then  inserts  the  names  and  ad- 
dresses and  prepares  the  envelopes;  thus  a  large  number  of 
letters  may  be  answered  in  a  few  minutes.  Such  letters  cer- 
tainly cost  less  and  save  time,  as  one  stenographer  can 
answer  hundreds  of  letters  a  day,  in  this  way,  while  she  could 
turn  out  but  about  40  typewritten  letters  in  the  same  time. 
There  are,  of  course,  quite  a  number  of  letters  that  cannot  be 
answered  in  this  way  and  necessitate  personal  answers.  That 
every  second  letter  mailed  in  the  United  States  is  a  ''form'' 
letter  is  proof  of  its  value. 

A.  SERIES  of  words  does  not  necessarily  make  a  letter  — 
it  is  quality  that  counts.  The  successful  business  letter  writer 
must  aim  his  message  at  the  target  and  drive  it  there  with 
force  and  conviction  if  he  is  to  hit  the  mark. 

The  brightest  thoughts,  the  happiest  expressions,  and  the 
best  arguments  always  come  to  the  writer  when  he  is  at  his 
best.  By  framing  such  of  these  as  are  suitable  for  the  purpose 
into  "form"  letters,  you  have  better  letters  than  you  could 
dictate  off-hand.  They  are  well-balanced  and  strong,  cour- 


56  THE  BUSINESS  LETTER 

teous  and  clear,  no  matter  how  many  things  may  have  gone 
criss-cross  in  the  office. 

Of  course,  the  "form"  letter  must  be  written  for  a  specific 
purpose  and  for  a  certain  class  of  readers.  The  cross-road 
merchant  must  be  approached  in  one  way,  while  the  town 
dealer  and  the  city  house  must  each  be  approached  in  ways 
peculiar  to  themselves.  The  correspondent  must  not  only 
know  about  the  business  of  his  own  house,  but  must  also 
know  a  great  deal  about  other  people  —  how  they  think  and 
live  and  what  conditions  surround  their  business. 

Another  advantage  of  these  letters  is  that  they  admit  of 
tests  —  a  letter  that  pulls  trade  is  a  good  one  and  may  be  used 
repeatedly,  or  similar  letters  modeled  after  it.  Some  business 
houses  prepare  several  letters  for  a  given  purpose,  and  send 
them  to  parallel  "trial"  lists  of  prospects.  The  best  letter 
can  be  ascertained  by  keeping  careful  record  of  the  returns. 
This  letter  is  then  sent  to  the  regular  list  of  prospects. 

_L  HERE  is  necessarily  a  great  difference  between  the  letter 
which  is  of  itself  to  create  an  interest  where  no  interest  pre- 
viously existed,  and  the  letter  which  is  written  in  answer  to 
an  inquiry.  The  person  writing  for  a  catalogue,  quotations, 
information,  etc.  already  has  an  interest  in  the  matter.  Now 
is  a  chance  either  to  kill  what  interest  he  has  or  to  increase  it. 
The  use  of  a  little  sales  talk  following  the  answer  to  his  ques- 
tions is  likely  to  lead  to  an  order.    Suppose  we  say:  — 

Dear  Sir, 

We  are  in  receipt  of  your  letter  of  the  12th,  in  which  you 
asked  for  a  catalogue  of  canned  fruit,  and  in  reply  we  beg  to 
say  that  we  are  sending  same  to  you  under  separate  cover. 
Please  glance  through  it  and,  if  you  find  anything  you  de- 
sire, "let  us  know  -and  we  will  supply  you. 

Yours  truly, 


FORM   LETTERS  57 

This  is  the  style  of  letter  writing  that  has  handicapped 
business  for  so  long,  and  from  which  business  men  are  now 
struggling  to  free  themselves.  It  is  stilted,  lifeless,  and  anti- 
quated. Such  a  letter  is  almost  sure  to  make  a  bad  impression. 
It  starts  out  with  the  useless,  "We  are  in  receipt  of  your 
letter"  —  the  fact  that  you  are  answering  the  letter  shows 
that  you  have  received  it.  Later  in  the  same  sentence  is  the 
old  expression  "and  in  reply  we  beg  to  say."  It  is  n't  neces- 
sary to  tell  the  man  that  you  are  answering — your  letter  to 
him  is  proof  of  it.  The  expression,  "  we  beg,"  is  very  objection- 
able. No  one  likes  beggars  or  begging  letters.  Why  should  you 
beg  to  tell  a  person  what  he  has  already  asked  you  to  tell  him.f^ 
The  expression,  "Please  glance  through  it,"  shows  indiffer- 
ence on  the  part  of  the  writer,  and  the  tone  of  the  entire  letter 
is  cold  and  distant.  The  man  who  receives  it  will  feel  that  he 
is  being  held  at  arm's  length.  It  is  enthusiasm,  not  indifference, 
that  draws  others  toward  you.  Compare  the  following  letter 
with  the  one  above,  and  notice  how  superior  in  life  and  tone 
the  second  one  is — it  would  create  a  much  better  impression: 

Dear  Sir, 

The  catalogue  of  canned  fruit,  for  which  you  asked 
the  other  day,  was  mailed  this  morning.   We  want  you  to 
examine  it  carefully,  as  we  are  sure  you  will  find  just 
what  you  want.  Please  read  the  "trial  order"  offer  on 
page  216,  which  will  interest  you.   The  fruit  is  of  the 
best  quality,  prepared  ii^  strictly  sanitary  factories, 
and  is  a  big  value  for  the  money.   We  shall  be  pleased 
to  ship  you  this  trial  order  or  whatever  else  you  may 
need.   In  either  case  we  pay  the  freight  to  your  door. 

Yours  truly. 

Notice  that  this  letter  opens  easily  and  naturally,  and  that 
the  reader  is  made  to  feel  that  he  is  sure  to  find  just  what  he 


58  THE  BUSINESS  LETTER 

wants.  Something  special  is  pointed  out,  even  the  page  of  the 

catalogue  is  given,  a  little  sales  talk  is  added,  and  attention 

is  called  to  the  fact  that  he  is  put  to  no  expense  for  freight. 

This  next  letter  is  in  answer  to  a  request  for  a  catalogue : 


Cl^e  3!acfejSon  ^ci^ool  of  Commerce 

Exchange  Building 

Your  city,   Oct.   30.   191— . 

Mr.  Clarence  Stone, 
148  Main  St.. 

Your  city. 

Dear  Sir, 

The  catalogue  you  requested  yesterday  was  mailed  the 
first  thing  this  morning.   If  you  wish  to  prepare  for  a 
business  position,  you  are  sure  to  find  just  what  you  want 
in  the  Jackson  School  of  Commerce. 

The  final  test  of  a  school  is  the  quality  of  its  prod- 
uct, and  our  students  have  demonstrated  the  value  of  their 
training  by  filling  the  best  positions  in  the  city  and 
by  the  success  they  have  won  in  business  enterprises  of 
their  own. 

You  will  find  by  examination  of  our  catalogue  that  the 
courses  are  arranged  with  special  reference  to  the  needs 
of  the  business  of  this  locality  and  that  every  facility  is 
offered  the  student  in  his  preparation  for  business  life. 

A  new  class  is  entering  Nov.  3d,  and  we  should  be 
pleased  to  number  you  among  them. 

Yours  respectfully, 

Jackson  School  of  Commerce. 

^.   C.  ^^cuoR/Ci^CWV,  Pres. 


SALES  LETTERS  59 

PRACTICE 

1.  Write  a  form  letter  to  be  used  in  answering  letters  requesting  a  cata- 
logue and  price  list  of  teas  and  coffees. 

2.  Write  a  form  letter  to  be  used  in  acknowledging  a  receipt  of  an  order. 

3.  Write  a  form  letter  to  be  used  in  acknowledgment  of  a  remittance. 

4.  Write  a  form  letter  to  be  used  in  answering  the  ordinary  complaint 
concerning  delay  in  receiving  goods. 

5.  Write  a  form  letter  to  be  used  in  granting  extension  of  time. 

6.  Write  a  form  to  be  used  in  acknowledging  receipt  of  returned  goods. 

7.  Write  a  form  suitable  for  use  in  a  bank,  notifying  borrowers  of  inter- 
est due. 

8.  Write  a  form  to  be  used  by  an  insurance  cbmpany  in  notifying  policy 
holders  of  due  date  of  premium. 

9.  Write  a  form  (for  postal)  to  be  used  by  a  freight  company  to  notify 
consignees  of  the  arrival  of  their  goods. 

10.  Write  a  form  (postal  notice)  to  be  used  by  your  city  tax-collector  in 
notifying  tax-payers  of  due  date  of  taxes. 

LESSON   18:   SALES   LETTERS 

XHE  man  behind  the  letter  is  the  dynamo,  and  the  letter 
is  the  live  wire  which  completes  the  circuit  between  the  house 
and  the  customer,  creating  commercial  activity.  The  writer 
of  a  successful  letter  must  put  his  personality  into  it  and  make 
the  letter  talk.  It  must  breathe  the  spirit  of  business  in  every 
sentence,  and  sincerity  must  be  evident  in  every  statement. 
The  spirit  of  the  business  is  shown  by  an  intimate  knowl- 
edge of  the  details  of  the  business  and  the  circumstances 
surrounding  the  question  under  consideration.  Coupled  with 
this  must  be  an  understanding  of  the  conditions  surround- 
ing the  customer.  It  is  just  as  necessary  to  look  at  a  business 
matter  from  the  other  man's  point  of  view  as  from  your  own. 
Thus  only  can  you  see  things  in  their  true  light.  Keep  an 
eye  on  the  other  man's  interest  as  well  as  on  your  own.  It  is 
folly  to  sell  him  something  that  he  does  n't  want  or  more  than 


60  THE  BUSINESS  LETTER 

he  needs  of  the  thing  he  does  want.  It  is  n't  the  first  sale  that 
makes  success  for  the  house,  but  the  ninety-first  and  the 
hundred  and  ninety-first  and  so  on.  Only  the  "square  deal" 
will  do.  The  interests  of  the  business  man  are  inseparable 
from  those  of  his  customers. 

xO  give  personality  to  the  letter,  the  writer  must  avoid 
stilted  and  threadbare  expressions  and  phrases,  and  write 
naturally  —  just  as  he  would  talk  with  the  other  man  face 
to  face.  The  only  way  a  letter  can  have  the  appearance  of 
sincerity  is  for  the  writer  to  be  sincere.  The  correspondent 
is  quick  to  detect  shams  or  bluffs,  or  any  attempt  to  evade, 
or  any  false  reasoning.  In  letter  writing  as  in  everything  else, 
a  man  cannot  appear  to  he  what  he  is  not.  Truth  needs  no  plac- 
ards —  it  is  recognized  almost  intuitively.  If  the  writer  is 
sincere,  this  quality  will  show  in  his  letters;  if  not,  no  amount 
of  rhetorical  flourish  will  conceal  the  fact. 

XHE  greatest  need  of  the  house  is  sales,  and  the  letter  is 
a  great  factor  in  selling  goods,  except  where  the  sales  are  all 
over  the  counter.  The  letter  is  playing  a  larger  part  in  busi- 
ness year  by  year  and  is  receiving  more  and  more  attention. 
Whether  the  letter  is  strictly  a  sales  letter  or  not,  there  are 
numberless  opportunities  to  put  the  sales  quality  into  it. 
The  answer  to  a  request  for  a  catalogue,  an  announcement, 
a  solicitation,  instructions  to  salesmen,  answers  to  complaints, 
etc.,  should  all  breathe  the  spirit  of  business  and  create  a 
good  impression  of  the  service,  terms,  fairness,  and  sincerity 
of  the  firm.  The  letter  is  a  great  business  builder,  and  men  of 
some  literary  ability  are  giving  their  time  to  business  letter 
writing. 

The  good  sales  letter  is  one  that  gains  a  hearing,  gives  a 
clear  word  picture  of  the  article,  and  not  only  makes  the 
reader  want  it  but  brings  back  the  order.  Such  letters  do  not 
usually  spring  ready  made  and  full  grown  from  the  mind  of 


I 
I 


SALES  LETTERS^  61 

the  writer,  but  are  the  product  of  careful  thought  and  con- 
struction. Writers  of  form  letters  often  put  hours  of  thought 
upon  a  single  letter. 

The  increase  in  the  bulk  of  business  correspondence,  in- 
cident to  the  coming  of  the  typewriter,  makes  rapid  dictation 
a  necessity.  As  no  one  can  do  his  best  in  letter  writing 
under  pressure,  there  has  been  a  lowering  of  the  quality  of 
the  average  business  letter.  Fortunately  the  advent  of  the 
form  letter  offers  an  opportunity  to  correct  this  tendency. 

jLHIS  letter  takes  the  place  of  the  salesman;  and  it  must 
follow  the  lines  of  an  interview,  step  by  step,  with  the  same 
systematic  care  and  logic  that  a  salesman  would  use  in  a 
face-to-face  interview.  To  accomplish  this,  a  past-master 
in  the  writing  of  sales  letters  says^  that  such  a  letter  should 
contain : 

1.  The  opening,  which  wins  the  reader's  attention  and 
prompts  him  to  go  farther  into  the  letter. 

2.  Description  and  explanation,  which  gain  his  interest  by 
picturing  the  proposition  in  his  mind. 

r  3.  Argument  and  proof,  which  create  a  desire  for  the  arti- 
cle you  have  to  sell  by  showing  its  value  and  advantages. 

4.  Persuasion,  which  draws  the  reader  to  your  way  of  think- 
ing by  showing  the  adaptation  of  the  article  to  his  needs  and 
his  need  of  it  now. 

5.  Inducement,  which  gives  him  a  particular  or  extra 
reason  for  buying. 

6.  The  climax,  or  clincher,  which  makes  it  easy  for  the 
reader  to  order  and  prompts  him  to  act  at  once. 

XHE  following  2  is  an  actual  letter  used  by  a  magazine  in 
getting  subscribers.  It  illustrates  the  elements  of  a  sales 
letter  as  given  on  the  preceding  page. 

1  How  to  Write  Letters  that  Win,  p.  11.    A.  W.  Shaw  Company. 

2  From  How  to  Write  Letters  that  Win. 


THE,  BUSINESS  LETTER 


^  Dear  Sir, 

ee 

.^      If  this  letter  were  printed  on  a  ten  dollar  bill,  it 

oi 

§■  could  scarcely  be  of  more  interest  to  you  than  is  the  mes- 

^  sage  it  now  contains. 

g      For  it  offers  to  place  in  the  hands  of  a  few  large 

a  manufacturers,  almost  without  cost,  a  copy  of  the  greatest 

"g*  MANUFACTURER'S  TEXT  BOOK  ever  issued  in  America  — a  book 

"a  that  contains  complete  and  specific  office  sales  and  fac- 

1  tory  schemes  for  increasing  a  business  like  yours,  a  book 
c  that  actually  outlines  in  charted  form  over  30  factory  and 

Q  selling  plans  that  have  built  up  giant  businesses. 

In  one  chapter  alone  in  this  book  there  is  a  cost  sys- 

2  tem,  all  worked  out,  that  saved  one  large  concern  S96,000 
a. 

■§  in  factory  expenses  in  less  than  a  single  year.  In  another 

OS 

a  chapter  the  sales  manager  of  a  typewriter  compansr  gives  a 
i  complete  new  system  for  managing  a  sales  force.   Yet  these 
<     are  only  two  out  of  30  articles,  all  equally  valuable. 

It  tells  how  to  stir  up  and  inspire  your  sales  force; 
a 
•2  how  to  keep  factory  costs;  how  to  advertise,  promote,  and 

3 


&H 


market  your  articles;  how,  in  fact,  to  cut  down  expenses 
and  increase  profits.   It  is  a  gold  mine  of  business  build- 
ing ideas. 

And  remember,  the  book  is  free.   To  each  of  the  first 

one  thousand  manufacturers  subscribing  to  ,  we 

will  send  a  cloth-bound  copy  of  this  splendid  300  page  book 
without  charge.   And  even  the  magazines  are  no  expense,  for 
the  $2  you  pay  for  them  will  come  back  to  you  many  times 
over  before  you  have  read  one  half  of  the  12  issues. 

But  you  must  act  now — only  1200  copies  of  this  book 
remain  on  hand,  and  live  manufacturers  will  snap  up  this 
offer.   So  pin  your  money  to  this  letter  and  mail  to-day. 

Yours  very  truly. 


SALES   LETTERS  63 

The  attention  must  be  gained  with  the  opening  sentence. 
The  mind  does  not  easily  turn  toward  a  new  object  or 
thought  until  the  attention  is  arrested,  the  interest  excited. 
This  is  the  first  thing  to  be  accomplished  in  a  good  letter.  It 
is  the  outer  door  through  which  you  enter  for  an  interview 
with  the  chief  within. 

Just  how  the  attention  is  to  be  gained  depends  upon  the 
circumstances  of  the  case  and  the  personality  of  the  writer. 
It  certainly  cannot  be  done  with  formal,  antiquated  openings, 
which  are  a  relic  of  the  past.  The  letter  should  open  with  a 
sentence  or  statement  which  strikes  the  reader  as  something 
of  present-day  interest  —  something  which  concerns  him. 
Some  writers  attract  the  attention  by  displayed  catch-words 
in  the  first  sentence,  as: 

Dear  Sir, 

WHY  PAY  RENT? 

or 

Dear  Madam, 

RIGHT  FROM  PARIS: 

• 

These  correspond  to  the  headlines  of  newspaper  articles. 
They  contain  the  central  thought  of  the  letter  packed  into 
small  space.  Such  an  opening  will  make  the  reader  want  to 
read  further  and  find  out  how  he  can  avoid  paying  rent 
or  what  it  is  that  has  just  arrived  from  Paris. 

Another  and  better  way  of  securing  the  attention  is  to  open 
the  letter  with  an  unusual  statement  or  with  one  that  has  a 
direct  bearing  on  some  problem  or  interest  of  the  reader,  as : 

Dear  Sir, 

The  Silent  Partner,  the  ADDING  MACHINE,  will 

do  the  work  of  several  men,  and  it  never  makes  mistakes. 


64  THE  BUSINESS  LETTER 

A  letter  to  a  list  of  people  who  are  building  new  homes 
might  open  thus: — 

Dear  Sir, 

When  your  new  residence  is  completed,  you  will,  no 
doubt,  need  .  .  .  etc. 

This  new  house  is  of  great  interest  to  the  owner,  and  any 
reference  to  it  will  get  his  ear  at  once. 

Note.  —  A  number  of  lessons  will  be  devoted  to  the  study  of  sales 
letters,  first  because  of  their  importance  in  business  building,  and,  second, 
because  the  elements  of  a  sales  letter  enter,  in  some  form,  into  almost  every 
other  kind  of  business  letter. 

PRACTICE 

Read  the  first  two  paragraphs  in  Lesson  19. 

1.  Write  an  opening  paragraph  suitable  for  a  sales  letter  intended  to 
induce  prospective  customers  to  buy  a  home. 

2.  Write  the  opening  paragraph  for  a  sales  letter  intended  to  sell  some 
article  for  household  use. 

3.  Write  the  opening  paragiaph  for  a  sales  letter  to  be  used  in  selling 
a  book,  or  books. 

4.  Write  the  opening  paragraph  for  a  sales  letter  to  be  used  in  sell- 
ing watches,  jewelry,  ornaments,  or  musical  instruments. 

5.  Write  the  opening  paragraph  for  a  sales  letter  to  be  used  in  selling 
some  article  for  office  use. 

6.  Write  the  opening  paragraph  for  a  sales  letter  to  be  used  in  selling  a 
typewriter. 

7.  Write  the  opening  paragraph  for  a  sales  letter  to  be  used  in  selling 
insurance  (either  life  or  fire). 

8.  Write  the  opening  paragraph  for  a  sales  letter  to  be  used  in  selling 
watches. 

Note.  —  It  is  intended  that  whichever  of  these  exercises  are  chosen,  they  should 
be  carried  through  the  series  of  six  lessons  on  sales  letters.  Should,  say,  five  of  these 
exercises  be  thus  carried  through  the  series,  the  student  will  have  five  complete 
sales  letters. 

Should  additional  work  of  this  kind  be  desired,  the  list  of  articles  that  represent 
labor-saving,  comfort,  ease,  time-saving,  or  improved  service,  etc.,  could  be  extended 
indefinitely. 


SALES  LETTERS  -~65- 

LESSON  19:  SALES  LETTERS 

Description  and  Explanation 

X  HE  attention  once  secured,  the  interest  must  be  aroused 
and  stimulated  if  the  letter  is  to  do  its  work.  Modern  story 
writers  center  their  stories  around  some  human  interest.  It 
is  something  that  touches  every  heart  and,  properly  handled, 
may  be  used  very  successfully  in  sales  letters.  There  are 
plenty  of  people  who  want  the  article  you  have  to  sell  and 
will  buy  it  if  you  get  their  attention  and  associate  your  arti- 
cle with  one  of  their  interests  or  needs.  Gain  in  some  form, 
ease,  comfort,  one's  home,  etc.,  are  forms  of  human  interest 
that  appeal  to  us  strongly.  Everything  on  the  market  has 
its  interest  for  a  certain  class  of  customers,  and  the  mission 
of  the  sales  letter  is  to  show  the  prospective  customer  how 
your  article  affects  his  interest  —  its  value  to  him. 

A  certain  shoe  merchant  sent  a  note  of  congratulation  to 
a  young  mother  a  few  weeks  after  the  first  child  was  born  and 
presented  her  with  "Baby's  first  pair  of  shoes."  Here  was 
an  appeal  to  a  "human  interest"  which  went  straight  to  the 
heart  and  made  permanent  customers  for  the  shoe  merchant. 

Suppose  the  principal  of  a  school  should  write  to  a  parent 
thus :  — 


Dear  Sir, 

Your  boy  is  fast  approaching  manhood. 

Marbles  and  kites  no  longer  imterest  him;  he  has  be- 
gun to  think  for  himself.   Already  he  is  asking  himself „ 
"What  occupation  shall  I  choose?"  and  you  are  as  anx- 
ious as  he  that  no  mistake  be  made  in  this  important 
matter.   He  has  ability;  and  the  right  choice,  followed 
by  a  good  preparation  for  his  life  work,  will  start  him 
on  the  road  to  success. 


66  THE  BUSINESS  LETTER 

The  first  two  words,  "Your  boy,"  arrest  the  parent's  at- 
tention; for  there  is  no  boy  in  the  world,  for  him,  like  this  one. 
The  remainder  of  the  paragraph  arouses  interest  and  holds  it 
to  the  end,  as  it  deals  with  something  of  vital  importance  to 
him.  The  interest  thus  aroused,  the  parent  is  sure  to  read 
further  —  he  wants  to  know  what  you  have  to  say  concerning 
his  boy. 

Notice  that  the  letter  does  not  start  out  with  the  statement 
that  the  school  from  which  the  letter  comes  is  the  largest  or 
best,  oldest,  or  most  finely  equipped  in  the  world  —  that  is  of 
more  interest  to  the  owner  than  to  any  one  else.  The  parent 
does  not  care  so  much  about  the  size  of  the  school  or  the 
cost  of  the  furniture  —  it  is  the  education  of  the  boy  that 
interests  him.  It  is  his  own  interest  that  he  wants  to  consider, 
not  that  of  the  schoolman.  There  is  nothing  in  this  part  of 
the  letter  that  calls  attention  to  the  appearance  of  the  school 
or  the  interests  of  its  owners.  The  writer  approaches  the 
question  from  the  reader's  point  of  view,  knowing  that  his  own 
interests  will  be  cared  for  in  promoting  theinterests  of  others. 

You  have  secured  the  attention  and  aroused  the  interest, 
now  explain  the  proposition.  This  is  not  so  easy  as  it  seems. 
The  thing  you  have  to  sell  has  probably  be^n  written  and 
talked  about  so  much  that  the  public  knows  all  about  it  — 
there  is  nothing  new  to  tell.  True,  but  you  can  tell  an  old 
story  in  a  new  way  or  show  the  article  in  a  new  relation,  thus 
making  it  interesting. 

A  certain  typewriter  salesman  knew  this  art  so  well  that 
he  could  describe  any  feature  of  typewriter  construction  — 
one  that  is  common  to  all  machines  —  in  such  a  way  that  the 
prospective  buyer  felt  this  feature  to  be  all-important  and 
forgot  that  other  machines  also  had  it. 

Exactness  in  this  part  of  the  letter  is  necessary.  The  de- 
scription must  be  careful,  exact,  and  sincere.  For  every  "  best 


SALES   LETTERS  67 

in  the  world"  article,  there  are  a  dozen  others  equally  good; 
and  no  one  takes  it  literally  when  he  reads  about  any  article 
that  is  said  to  be  the  best  in  the  world.  The  writer  must  know 
his  article  or  proposition  from  A  to  Z  and  must  make  his 
talk  ring  true.  He  cannot  make  others  see  a  thing  that  is  not 
clear  in  his  own  mind  —  there  is  no  demand  for  blind  guides. 
Eliminate  all  non-essentials,  center  your  talk  upon  a  few  de- 
tails of  superiority,  then  draw  a  word-picture  in  a  few  clear, 
strong,  definite  phrases.     A  dealer  might  say :  — 

You  could  shave  with  one  of  our  75-cent  pocket-knives 
— they  have  the  right  stuff  in  them. 

Here  is  a  pocket-knife  pictured  in  a  new  relation.  The  de- 
scription is  by  comparison  and  is  brief,  concise,  and  strong. 
The  more  common  way  of  saying  it  would  have  been  something 
like  this:  " Our  knives  are  made  of  razor  steel."  Compare  the 
two  ways  of  saying  the  same  thing  and  see  how  the  second 
loses  in  force. 

You.  The  second  most  important  word  in  the  English 
language  is  you,  and  when  wisely  used  in  the  opening  sentence 
is  very  effective  in  getting  the  interest.  In  fact,  the  you  ele- 
ment —  the  other  man's  interest  —  must  be  kept  prominent 
all  through  the  letter.  The  other  man  does  not  care  how  many 
thousand  miles  of  telepost  lines  my  company  operates,  nor 
how  many  messages  are  sent  annually.  But  if  I  am  to  sell 
him  stock  in  the  company,  I  must  show  what  advantages 
such  an  investment  will  be  to  him.  The  first  thing  he  wants  to 
know  is  what  he  is  going  to  get  out  of  it  —  what  percentage 
it  will  yield  on  his  investment. 

PRACTICE 
Read  the  descriptive  paragraph  in  the  letter  on  page  62. 
1.  Continue  the  line  of  thought  begun  in  Ex.  1  in  the  last  lesson  (sales 


68 


THE  BUSINESS  LETTER 


letter  for  real  estate)  by  writing  a  paragraph  that  will  still  further  arouse 
and  hold  the  interest,  while  you  make  the  proposition  concerning  the  real 
estate  you  have  to  sell. 


2.  C 

ontinue 

the  letter  begun 

in  Ex.  2  in  the  preceding  lesson. 

3. 

« 

»  Ex.  3  ..    » 

<(              (< 

4. 

tt 

««  Ex.  4  «     « 

<(              << 

5. 

« 

..  Ex.  5  ..     .. 

<i              (( 

6. 

(< 

i.  Ex.  6  ..     «. 

«<              t( 

7. 

<< 

«  Ex.  7  ..    « 

«              (« 

LESSON  20:  SALES  LETTERS 

Argument  and  Proof 

J.N  the  past  we  have  regarded  advertising  as  something 
of  an  exaggeration,  and  the  public  still  wants  proof  of  the 
advertiser's  claims.  It  is  easy  to  make  statements  about  an 
article  that  is  for  sale,  but  every  claim  must  have  sufficient 
proof  back  of  it.  When  the  merits  claimed  for  it  have  been 
proved,  the  prospective  customer  must  be  convinced  that 
they  are  advantageous  to  him.  An  Accident  Insurance  Com- 
pany might  say;  — 


The  latest  report  of  the  Insurance  Commissioner  states 
that  last  year  the  wage  earners  in  Massachusetts  alone 
saved  $25,000  in  wages,  which  would  have  been  lost  because 
of  accident  and  sickness,  had  not  these  men  been  insured  in 
accident  associations.   One  man  in  Worcester  was  ill  for 
ten  months:  but  he  received  the  regular  weekly  allowance 
of  S12.50  from  our  company — S500  in  all — from  date  of 
accident,  just  as  though  he  had  been  working  at  his  regular 
employment.   We  should  be  glad  to  do  the  same  for  you  under 
similar  circumstances."  Had  it  not  been  for  the  protection 
furnished  by  our  company  last  winter,  many  families  would 
have  suffered  keenly. 


SALES   LETTERS  69 

While  endeavoring  to  establish  proof,  one  should  be  care- 
ful not  to  overdo  it,  as  too  great  an  effort  to  prove  your  state- 
ment may  arouse  suspicion  and  weaken  the  force  of  your 
claim.  A  very  effective  way,  when  it  can  be  done,  is  to  inject 
the  proof  incidentally;  as. 

Any  stock-raiser  will  tell  you, 

or  by  reference  to  standard  authority.  When  your  statements 
can  be  easily  proved  by  the  reader,  ask  him  to  verify  them. 
It  is  very  effective  to  say. 

Write  to  our  bank,  the  First  National,  about  us; 

or 

You  will  find  our  rating  in  Bradstreet ' s. 

Thus  to  put  your  correspondent  in  the  way  of  proving  your 
claims  for  himself  will  often  so  satisfy  him  that  he  will  not 
carry  the  matter  further. 

When  testimonials  are  used,  the  names  and  addresses  of 
the  writers  must  be  given,  or  they  will  be  regarded  as  fakes. 
A  few  such  letters  having  tone  and  quality  are  better  than 
a  book  full  of  ordinary  ones. 

yY  HATEVER  means  may  be  employed  in  proving  the 
claims  of  the  advertiser,  there  is  none  that  surpasses  the 
"money  refunded"  plan.   To  say. 

If,  after  careful  examination  of  the  article,  you  do 
not  find  it  as  represented  by  us,  return  it,  at  our  expense, 
and  we  will  refund  your  money, 

will  satisfy  any  one.  This  will  convince  the  most  skeptical 
purchaser,  as  he  assumes  no  risk  whatever.  He  knows  that 
no  firm  could  or  would  make  such  an  offer  unless  the  goods 
were  as  represented.  He  knows  also  that  it  would  be  fatal  for 
a  firm  not  to  fulfill  its  promise  to  refund  the  money. 


70  THE  BUSINESS  LETTER 

One  clothing  firm  goes  one  step  further;  for,  after  making 
a  suit  to  order,  it  says. 

If,  for  any  reason,  you  do  not  like  the  suit,  we  will 
refund  the  money. 

What  stronger  proof  of  style,  fit,  and  quality  could  any  one 
wish? 

XHE  magic  word  in  business  is  gain.  Show  your  prospect 
what  your  proposition  has  done  for  others,  then  show  him 
how  it  will  be  a  gain  for  him  —  a  gain  either  in  dollars,  in 
comfort,  health,  or  service.  See  how  well  this  is  done  in  the 
third  paragraph  of  the  letter  quoted  on  page  62. 

In  an  interview,  the  personality  of  the  salesman  may  over- 
come a  slight  weakness  in  the  proof  of  a  claim;  but  the  letter 
is  read,  and  its  statements  are  weighed,  without  outside 
influence  or  pressure.  The  reader  and  the  letter  are  alone,  and 
your  claims  must  stand  or  fall  according  to  the  merits  of  the 
letter.  It  must  carry  conviction  and  win  its  way  by  its  own 
strength. 

A  BUSINESS  letter  is  not  for  rhetorical  display  purposes, 
but  is  written  to  serve  a  definite  purpose.  Fortunately, 
Americans  are  not,  like  some  European  peoples,  slaves  to 
their  language,  but  regard  it  as  a  vehicle  of  expression  — 
something  to  be  used  as  a  carpenter  uses  his  tools.  We  dis- 
regard tradition  and  use  it  to  serve  our  present  purposes. 

This  does  not  mean  that  misuse  of  the  language  is  per- 
missible or  excusable.  It  may  be  free  from  last-century 
phrases,  be  fresh  and  virile,  yet  be  well  chosen  and  grammati- 
cally correct.  Short,  well  defined  words  have  greater  strength 
than  long,  indefinite  ones.  The  most  enduring  thoughts  and 
the  most  compelling  statements  of  the  past  have  come  to 
us  in  short,  clear,  crisp  expressions. 


SALES   LETTERS 


71 


PRACTICE 

1.  Continue  the  real  estate  letter  begun  in  Ex.  1,  Lesson  18.   Prove  to 
the  reader  the  advantages  to  him  of  the  property  you  have  to  sell. 

2.  Continue  the  sales  letter  begun  in  Ex.  2,  Lesson  18. 

O.  <<  •'<  <<  << 

4.  <(  ((  <<  (( 

5.  (<  (<  <<  << 

6.  «  ((  «  (( 

7.  <«  «  {(  « 


<; 

.*    3, 

18. 

(< 

«  4. 

18. 

(( 

.   5, 

18. 

<* 

«    6, 

18. 

it 

«  7, 

18. 

LESSON  21:  SALES  LETTERS 

Persuasion 

XOU  are  now  on  common  ground  with  your  correspond- 
ent and  have  pictured  your  article  or  made  your  proposi- 
tion clear  to  his  mind.  He  may  be  interested  in  it  and  recog- 
nize its  value,  but  it  will  not  do  to  let  him  stop  there.  He  must 
be  persuaded  that  he  needs  it. 

Persuasion  must  be  used  with  caution,  as  too  much  of  it 
presumes  an  intimacy  of  acquaintance  which  does  not  exist, 
and  which  is,  consequently,  resented.  The  good  impression 
already  made  may  be  completely  spoiled  by  over -doing  in 
this  matter,  for  we  naturally  resent  any  one's  being  more 
familiar  than  the  acquaintance  warrants. 


xHE  power  of  suggestion  is  often  more  effective  than  a 
plain  statement  and  is  much  used  in  advertising.  Did  you 
ever  open  the  mid-winter  number  of  a  magazine  to  a  picture 
of  a  seashore  resort  in  the  sunny  South,  representing  people 
enjoying  those  summer  pastimes  of  which  you  are  so  fond.'^ 
You  unconsciously  put  into  this  picture  some  of  your  own 
experiences  which  you  have  greatly  enjoyed.  It  is  an  attrac- 
tive picture,  and  it  makes  you  want  to  pack  your  suit  case 
and  take  the  next  train  going  south. 


72  THE  BUSINESS  LETTER 

What  is  it  all  for?  It  is  to  sell  railroad  or  steamship  tickets, 
yet  very  little  is  said  about  selling  tickets.  The  price  you  will, 
of  course,  want  to  know;  so  it  is  put  in  somewhere  near  the 
end  of  the  advertisement,  but  it  is  by  no  means  conspicuous. 
Instead  of  picturing  the  summer  resort  with  its  delightful 
recreations,  the  railroad  might  have  said,  "You  had  better 
go  to  Key  West  for  the  winter.  The  round  trip  is  $50."  No- 
tice the  difference.  In  the  first  case  you  not  only  wish  to 
go,  but  your  anticipation  is  the  keener  because  you  seem  to 
have  come  to  this  decision  yourself  —  something  new  —  an 
original  thought.  This  is  your  plan,  your  trip;  and  you  are 
anxious  to  start.  In  the  second  case  you  would  have  turned 
the  page  with,  "  Why  should  I  go  to  Key  West  ?  "  and  would 
never  have  thought  of  it  again.  We  cannot  illustrate  our 
letters  with  pictures;  but  we  can  make  an  appeal  to  the 
imagination,  and  the  reader  will  see  the  mental  pictures  on 
the  typewritten  page. 

An  insurance  company  might  say :  — 

When  a  man  crosses  the  "dead  line"  of  fifty  his  earn- 
ing power  begins  to  wane;  but  his  insurance  goes  right  on 
earning  for  him,  and  he  has  no  anxiety  for  the  future. 
There  will  be  no  unpleasant  memories  of  "better  days"  nor 
"gloomy  forecasts"  of  the  future,  as  he  has  made  prudent 
provision  for  those  dependent  upon  him  as  well  as  for 
himself. 

This  does  not  tell  him  out  and  out  that  some  day  he  will  be  old 
and  dependent,  but  it  suggests  the  possibility.  The  commen- 
dation of  the  prudent  man  is  not  lost  on  him  when  used  in 
this  connection.  While  nothing  is  said  about  the  reader,  yet 
he  cannot  help  applying  the  case  to  himself.  It  is  your  sug- 
gestive persuasion  that  gets  his  signature  to  an  application 
for  insurance,  though  he  thinks  he  is  doing  it  of  his  own  ini- 
tiative. The  subtlety  of  suggestion  has  won  the  day,  while 


SALES   LETTERS 


78 


open,  undisguised  pressure  might  have  driven  him  farther 
away  from  the  question. 

An  experienced  writer  of  sales  letters  says,  "Propositions 
in  which  the  prosperity  and  comfort  of  the  customers 
are  involved  lend  themselves  to  sale  by  persuasion,  while 
commodities  of  daily  business  are  best  presented  without  it. 
When  it  is  necessary  to  use  persuasion,  be  sure  to  mix  it  with 
something  else."  ^ 

PRACTICE 

1.  Continue  the  real  estate  sales  letter  begun  in  Lesson  18  by  writing  a 
persuasive  paragraph. 

2.  Continue  the  sales  letter  begun  in  Ex.  2,  Lesson  18. 


3. 

C<               (<                    ((                       <(                ((      (( 

3, 

.       18. 

4. 

((         k(            <<              ((          ((    <( 

4, 

.       18 

5. 

(         ((            «              ((          <i    <( 

5,      . 

.       18 

6. 

(      «        «         4<      «  « 

6, 

.       18 

7. 

'     "      -       "     "  " 

7, 

.       18 

T.ESSON   22:  SALES 

LETTERS 

Inducement 

Your  correspondent  may  be  interested  in  your  propo- 
sition, convinced  of  its  value,  and  persuaded  that  he  will 
accept  it  sometime;  but  he  delays,  simply  because  there 
seems  to  be  no  reason  for  doing  it  now.  This  delay  is  fatal 
in  order-getting.  Show  him  some  real  reason  why  he  should 
act  at  once,  and  your  letter  is  likely  to  get  the  order. 

Once  interested,  the  reader  is  naturally  spurred  by  the  state- 
ment that  the  supply  is  limited  and  that  he  must  order  at 
once  or  this  exceptional  opportunity  will  slip  through  his 
fingers.  Special  sales,  bargain  days  or  weeks,  special  discounts 
for  a  limited  time,  limited  supply  are  all  good  inducements. 

^  Uow  to  Write  Letters  tliat  Win, 


74 


THE  BUSINESS  LETTER 


A  dealer  in  neostyles  might  stimulate  action  by  a  paragraph 
like  this:  — 

Let  us  send  you  a  machine  on  a  week's  trial,  free, 
thus  affording  you  a  good  opportunity  to  see  how  perfectly* 
it  is  adapted  to  your  needs.   The  machine,  when  purchased, 
really  costs  nothing,  as  it  often  pays  for  itself  in  a  month's 
time  and,  after  that,  adds  regularly  to  the  dividends  by 
the  saving  in  printing  which  it  effects.   The  trial  costs 
you  nothing,  and  the  time  it  saves  will  mean  just  so  much 
additional  efficiency. 

Here  are  additional  reasons  why  the  machine  should  be 
ordered:  a  free  trial;  it  saves  money,  therefore  delay  means 
a  loss,  also  a  loss  in  office  efficiency. 

PRACTICE 

1.  Continue  the  real  estate  letter,  by  writing  a  paragraph  showing  some 
additional  reason  for  securing  a  home  now. 


/*.      V. 

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LESSON   23:  SALES   LETTERS 
Climax 

J  ROM  the  opening  sentence  of  the  letter,  the  writer  has 
been  trying  to  awaken  interest  and  create  a  sufficient  desire 
for  the  article  to  get  the  reader's  name  to  the  order.  This 
is  a  critical  point,  as  any  salesman  will  aver.  All  the  previous 
marshaling  of  forces  has  been  to  capture  this  final  point,  the 
signature.     All  previous  work  culminates  here  and,  to  pre- 


I 


SALES   LETTERS  75 

vent  hesitation  or  delay  on  the  part  of  the  reader,  the  send- 
ing of  the  order  must  be  made  so  easy  that  there  is  no  excuse 
for  not  sending  it. 
To  say. 

Sign  and  mail  the  enclosed  postal,  and  the  desk  will  be 
sent  you  at  once, 

makes  it  so  easy  that  he  feels  impelled  to  order. 
The  magazine  advertiser  who  says, 

Tear  off  the  attached  coupon  and  mail  to-day, 

makes  use  of  the  same  idea.  No  letter  to  be  written  —  simply 
insert  the  name  and  address  and  drop  into  the  nearest  mail 
box,  and  the  advertiser  will  do  the  rest.  What  could  be 
simpler.^ 

Jl  ROBABLY  every  one  of  you  has  received  a  letter  describ- 
ing some  article,  a  book  for  example;  and  from  the  first 
sentence  you  were  carried  irresistibly  from  paragraph  to  para- 
graph to  the  climax  which  said. 

Fold  a  dollar  bill  into  this  letter,  mail  to-day,  and 
the  book  is  yours. 

It  was  so  easy  that  you  probably  did  it  at  once.  If  the  letter 
had  closed  with,  "Write  us  enclosing  a  postal  money  order, 
express  money  order,  or  bank  draft  on  Boston  or  New  York, " 
probably  you  would  not  have  ordered  it,  simply  because  it 
looked  like  a  task  to  write  the  letter  and  get  the  money  order 
or  draft.  The  advertiser  knows  just  how  the  reader  feels 
about  writing  letters  and  buying  drafts  and  makes  the  order- 
ing so  easy  that  you  are  sure  to  send  for  the  book  —  "Simply 
fold  a  dollar  bill  into  the  letter."  Nothing  could  be  easier. 
To  leave  a  diflSculty  in  the  way  of  ordering  invites  delay, 
which  is  lil^ely  to  result  in  loss  of  interest  and  failure  to  order. 


76  THE  BUSINESS  LETTER 

Continuing  the  sales  talk  on  neostyles,  the  letter  runs: 

The  number  of  machines  available  for  this  purpose  is 
limited,  and  we  are  so  confident  that  you  will  want  to  try 
one  of  them  that  we  are  holding  a  machine  for  you  for  a  day 
or  two.   We  can  reserve  it  but  a  few  days  longer,  as  it 
will  be  needed  to  fill  another  order.   Simply  sign  and  mail 
the  enclosed  postal  at  once,  and  we  will  send  the  machine 
immediately. 

The  reader  feels  that  any  delay  in  answering  may  lose 
for  him  this  opportunity  —  it's  "now  or  never."  Contrast 
the  above  order-pulling  close  with  the  following  listless  clos- 
ings which  formed  part  of  what  were  intended  for  sales  let- 
ters, received  through  the  mails  a  few  days  ago:  — 

"Trusting  to  hear  from  you  in  due  course." 
"If  you  have  had  an  opportunity  of  looking  through  these 
particulars,  we  shall  be  very  much  interested  to  hear  what 
you  think  of  .  .  .  and  whether  we  can  be  of  any  further  serv- 
ice to  you  in  this  direction." 

"If  you  are  not  in  the  market  at  the  moment,  please  file 
for  future  reference." 

These  three  fail  from  weak  closings.  They  actually  sug- 
gest delay  —  fatal  delay. 


PRACTICE 


1.  Write  a  closing  paragraph  for  the  real  estate  letter  which  you  have 
been  writing  in  the  preceding  lessons. 

2.  Continue  the  sales  letter  begun  in  Ex.  2,  Lesson  18. 


((         (< 


i(         (< 


(<       << 


..  3, 

..       18 

"  4, 

..       18 

..  5, 

.*       18 

'  6, 

.       18 

'  7,        . 

.       18 

SALES   LETTERS  77 

LESSON   24:  SALES  LETTERS  (continued) 

1.  Assemble  the  parts  of  your  real  estate  letter  which  you  have  been 
writing,  revising  where  necessary  to  make  its  parts  related,  well  balanced, 
and  harmonious  from  beginning  to  end. 

Treat,  as  in  Ex.  1  of  this  lesson,  the  parts  of  the  sales  letter  written: 
^.  In  Ex.  2  of  the  preceding  lessons. 


3. 

3 

4. 

4 

5. 

5 

6. 

6 

7. 

7 

I 


LESSON   25:  SALES  LETTERS  (continued) 

_LHE  American  love  of  fair  play  makes  us,  almost  uncon- 
sciously, take  sides  with  the  person  who  is  being  criticized. 
This  makes  every  reference  to  a  competitor,  except  those 
of  a  very  general  nature,  act  as  a  boomerang.  In  business 
it  is  an  advertisement  for  the  one  criticized  and  means  a  loss 
of  business  to  the  one  making  the  criticism.  When  you 
talk  about  your  competitor,  your  prospective  customer  for- 
gets about  you  —  better  keep  his  mind  on  the  merits  of  your 
own  goods.  Emphasize  their  strong  selling  points  and  show  the 
prospective  customer  how  they  are  adapted  to  his  needs, 
and  you  will  sell  goods  from  your  own  store  instead  of  from 
the  one  across  the  street. 

Goods  must  sell  on  their  own  merits  or  on  the  service  ren- 
dered in  connection  with  them,  rather  than  upon  the  ruins 
of  your  competitor's  reputation.  Keep  your  prospect's  mind 
upon  your  goods,  and  he  will  forget  that  you  have  a  com- 
petitor —  the  order  will  be  yours.  ^ 

PRACTICE 

1.  Write  a  sales  letter  for  use  in  selling  a  book. 

2.  .4      «<     4«         **       ((     ,(    it       ft      a  certain  make  of  pencils. 

3.  «      «     <t         «       i<     «    «       «  reading  lamps. 


78  THE  BUSINESS  LETTER 

4.  Write  a  sales  letter  for  use  in  selling  gas  ranges. 

5.  "     "     <«         tt        «     t(     ((      n       vacuum  cleaners. 

LESSON  26:  SALES  LETTERS  {continued) 

IHE  postscript,  formerly  used  for  important  additions 
to  the  letter,  and  later  discarded,  is  now  being  used  as  a 
means  of  emphasizing  some  important  point  that  would 
not  be  sufficiently  emphasized  in  the  body  of  the  letter. 
It  is  now  much  used  by  writers  of  form  letters. 

PRACTICE 
In  the  following  exercises,  make  judicious  use  of  the  postscript  device: 

1.  Write  a  sales  letter  for  use  in  selling  table  silver. 

2.  Write  a  sales  letter  for  selling  a  certain  make  of  fountain  pens. 

3.  Write  a  letter  to  be  sent  by  a  commercial  school  to  prospective  stu- 
dents, setting  forth  the  advantages  of  a  commercial  education  in  general 
and  the  particular  advantages  offered  by  this  school. 

4.  Write  a  form  letter  for  use  in  selling  accident  insurance. 

5.  Write  a  sales  letter  for  use  in  selling  farm  property. 

LESSON  27:  ANNOUNCEMENTS 

M.AIL  order  houses  keep  in  touch  with  their  customers  by 
use  of  form  letters  in  announcing  openings,  special  sales,  ar- 
rival of  new  goods,  etc.,  etc. 

These  letters,  like  all  other  sales  letters,  must  guard  against 
putting  the  stress  or  emphasis  in  the  wrong  place.  They  are 
not  intended  to  take  the  place  of  a  booklet  or  catalogue  but, 
being  necessarily  brief,  must  center  on  one  or  two  features 
that  are  of  great  importance  to  the  reader. 

In  well-to-do  communities,  style,  in  clothing  for  example, 
appeals  strongly  to  a  woman;  durability,  to  a  man;  and 
comfort  and  convenience,  to  every  one.  In  less  wealthy 
communities,  the  matter  of  price  is  often  of  first  considera- 
tion. The  writer  of  such  letters  must  know  his  customers  and 


ANNOUNCEMENTS  79 

approach  them  with  the  selHng  points  that  appeal  most 
strongly  to  them. 

In  selling  over  the  counter,  the  head  salesman  comes  in 
contact  with  very  few  of  the  customers,  and  the  spirit  of  the 
house  may  or  may  not  be  well  represented  by  the  salespeople. 
But  the  form  letter  makes  it  possible  for  the  head  salesman 
to  talk  directly  to  a  large  clientele  no  matter  how  widely 
separated  they  may  be. 

These  letters  should  be  informal  without  being  familiar, 
and  they  ought  to  have  the  personal  touch.  Notice  the  tone 
of  the  following  letter  from  a  shoe  firm  to  a  customer  living 
seven  thousand  miles  away :  — 

Dear  Madam :- 

With  the  coining  of  spring  you  will  be  interested  in 
the  new  styles  in  shoes,  and  we  take  pleasure  in  sending 
you  our  Spring  Style  Book. 

Among  the  styles  shown  you  will  find  plain  pumps, 
instep  strap  pumps,  ankle  strap  pumps.  Oxfords  with  ribbon 
laces,  and  other  models;  in  patent  leather,  dull  leather, 
suede,  or  soft  pliable  kid.   Our  styles  were  never  before 
so  attractive,  and  every  shoe  has  the  comfort  for  which  the 
Shoe  is  famous. 

You  have  worn  the Shoe  during  previous  seasons, 

and  we  shall  be  glad  to  fill  your  order  again.   Kindly  send 
us  a  Money  Order  for  the  price  of  the  style  you  select, 
with  25  cents  per  pair  added  to  prepay  the  delivery  charges. 
We  have  a  record  of  your  size,  and  will  send  the  shoes 
promptly. 

Yours  truly. 


Note.  —  This  letter  made  a  good  impression  because  (1)  the  name  and 
address  were  absolutely  correct;  (2)  it  opens  with  the  undeniable  statement 


80  THE  BUSINESS  LETTER 

that  spring  is  coming  (dated  Mar.  17th)  which  tends  to  find  a  common 
ground  with  the  reader;  (3)  it  assumes  that  the  reader  will  be  interested  in 
a  style  book  —  a  very  safe  assumption;  (4)  comfort  is  suggested;  (5)  it  is 

personal.   It  says  "You  have  worn  the Shoe  in  previous  seasons," 

also  "We  have  a  record  of  your  size";  (6)  the  tone  is  that  of  an  acquaint- 
ance, yet  there  is  no  familiarity  about  it. 

PRACTICE 

1.  Write  a  letter  to  announce,  to  your  regular  customers,  the  arrival 
of  a  new  stock  of  gloves. 

2.  Announce  millinery  opening. 

3.  «*  the  arrival  of  a  stock  of  garden  seeds. 

4.  «<  «        «*       «t  a     ti      «  lawn  mowers. 

5.  ««  «        «       «      camping  outfits. 


LESSON  28:  FOLLOW-UP  LETTERS 

±0  drive  a  nail  requires  several  blows  of  the  hammer;  and 
the  larger  the  nail,  the  more  blows  are  required.  This  is 
as  true  of  sales  letters  as  it  is  in  the  driving  of  nails. 

The  mail  order  house  pounds  away  at  its  proposition  with 
letter  after  letter  until  the  reader  is  convinced  and  the  order 
clinched;  or,  until  further  efforts  seem  useless.  These  letters 
form  a  series,  each  one  being  related  to  the  others. 

The  number  of  letters  in  a  series  and  the  frequency  with 
which  they  are  sent  depends  upon  the  nature  of  the  business. 
There  may  be  three  or  four,  or  there  may  be  six  or  eight  in 
the  series ;  and  they  may  be  mailed  ten  days  or  a  month  apart, 
depending  upon  circumstances.  Once  begun,  the  series  con- 
tinues at  stated  intervals  until  an  answer  is  received  or  the 
series  finished. 

The  first  letter  should  be  strong,  but  it  must  not  be  spread 
over  too  much  ground.  It  is  better  to  put  the  emphasis  on 
but  one  or  two  points.  The  second  letter  uses  more  persua- 
sion —  presents  the  proposition  from  a  different  point  of 
view  or  in  some  new  relation.    Likewise  the  third  and  the 


FOLLOW-UP   LETTERS  81 

fourth,  to  the  end  of  the  series.    The  force  of  the  argument 
may  be  increased  by  reference  to  the  preceding  letters. 

The  following  set  of  letters  is  a  good  illustration  of  the  sub- 
ject of  this  lesson :  — 

Dear  Sir: — 

Your  name  has  been  given  to  us  as  one  who  would  be  in- 
terested in  Accident  Insurance. 

In  return  for  a  small  monthly  premium,  you  and  your 
family  will  be  protected  against  loss  of  wages  in  event  of 
sickness  or  accident. 

The  latest  report  of  the  Insurance  Commissioner  states 
that  last  year  the  wage-earners  in  Massachusetts  alone 
saved  $25,000  in  wages,  which  would  have  been  lost  because 
of  accident  and  sickness,  had  these  men  not  been  insured  in 
accident  associations.   One  man  in  Worcester  was  ill  for 
ten  months,  but  he  received  the  regular  weekly  allowance 
of  $12.50  from  our  company — $500  in  all — from  date  of  acci- 
dent, just  as  though  he  had  been  working  at  his  regular  em- 
ployment.  This  is  but  one  of  the  many  cases  of  the  kind. 
We  should  be  glad  to  do  the  same  for  you  under  similar  cir- 
cumstances.  Had  it  not  been  for  the  protection  furnished 
by  our  company  last  winter,  many  families  would  have  suf- 
fered keenly. 

The  very  low  rate,  quoted  in  the  enclosed  booklet,  is 
possible  because  we  do  business  wholly  by  correspondence, 
thus  saving  you  the  agent's  large  commission,  which  would 
have  to  be  added  to  your  premium  were  we  to  do  business 
through  agents  instead  of  by  correspondence. 

This  Association  is  organized  on  a  sound  business  basis 
and  has  a  reputation  for  fair  dealing,  as  any  banker  will 
tell  you;  or,  you  will  find  our  rating  in  Bradstreet 's. 

Do  not  delay  in  this  important  matter,  but  fill  out  the 
enclosed  application  and  mail  to-day — even  one  day's  delay 
may  mean  a  loss  to  you. 

Yours  very  truly. 


82  THE  BUSINESS  LETTER 


Dear  Sir: — 

Protection  against  the  loss  of  wages. 

About  which  we  wrote  you  two  weeks  ago,  is  of  vital 
importance  to  every  man  who  has  others  depending  upon  him. 

One  man  in  every  eight  meets  with  accident,  as  is  shown 
by  statistics.   No  one  working  at  your  trade  should  be  un- 
protected— the  risk  is  too  great.   But  for  75c.  per  month — 
2ic .  a  day — we  will  take  this  risk  for  you;  and  in  case 
of  accident  or  sickness  you  will  receive  more  money  from  us 
than  you  could  possibly  have  saved  from  your  wages  without 
insurance. 

This  plan  of  insurance  is  very  popular  and  appeals  at 
once  to  the  business  judgment  of  every  man  who  works  at  a 
trade  or  business  where  there  is  danger  of  accident. 

The  comfort  of  those  depending  upon  him  makes  a  strong 
appeal  to  every  prudent  man. 

So  fill  out  the  enclosed  application  blank  and  get  this 
protection  at  once. 

Very  truly  yours. 


FOLLOW-UP   LETTERS  83 


Dear  Sir: 

You  are  certainly  considering  the  matter  of  Accident 
Insurance  about  which  we  have  been  writing  you. 

Its  value  is  indisputable.   In  nearly  every  case  it  is 
simply  a  question  of  when  to  begin,  and  there  can  be  but 
one  answer;  viz.,  "Now." 

As  you  already  know,  the  Company's  payments  to  the  pol- 
icy holder,  in  case  of  accident  or  illness,  increase  each 
year  while  the  policy  is  in  force.   In  case  of  disability 
during  the  first  year,  S50  per  month  is  paid;  S55  during 
the  second;  S60  the  third;  and  so  on  until  the  end  of  the 
5th  year  when  a  paid-up  policy  for  S500  is  issued. 

This  stands  as  a  permanent  asset;  and  several  such  pol- 
icies acquired,  one  at  a  time,  during  one's  earning  period 
not  only  give  him  protection  while  employed,  but  also  pro- 
vide a  valuable  asset  for  his  family.   Thus  a  man  may  ap- 
proach the  "dead  line"  of  fifty,  bringing  decreased  earning 
power,  without  gloomy  forecasts  of  the  future,  because  he 
has  made  prudent  provision  for  himself  and  family. 

As  a  matter  of  self-protection,  send  your  application 
to-day — to-morrow  may  be  too  late. 

Very  truly  yours, 

P.S.   Remember  it  costs  but  75c.  per  month — 2jc.  per  day. 

JSOME  writers  of  follow-up  letters  make  the  mistake  of 
affecting  slight  offense  in  case  no  answer  has  been  received 
to  previous  letters.  If  a  man  answers  your  advertisement, 
asking  for  a  catalogue  or  booklet,  but  finds  nothing  in  it  that 
exactly  suits  his  needs,  he  naturally  dislikes  to  be  accused 
of  "willful  neglect"  or  "discourtesy,"  because  he  does  not 
continue  the  correspondence.  Anyway,  a  prospective  cus- 
tomer must  be  led,  not  driven.  You  are  much  more  likely 


84  THE  BUSINESS  LETTER 

to  win  your  case  by  presenting  your  proposition  in  a  more 
attractive  way  than  by  affecting  "wounded  feelings." 


PRACTICE 

1.  Write  a  four-letter  series  of  follow-up  letters.    Your  instructor  will 
assign  work  for  this  exercise. 

2.  Write  a  four-letter  series  of  follow-up  letters  to  be  sent  to  a  list  of 
lawyers  who  are  known  to  be  interested  in  the  purchase  of  document  files. 

3.  Write  a  three-letter  series  of  follow-up  letters  to  be  sent  to  the  clergy- 
men of  your  vicinity.  The  purpose  is  to  sell  typewriters. 

4.  Write  a  three-letter  series  of  follow-up  letters  to  be  sent  to  a  list  of 
women,  the  purpose  being  to  sell  fireless  cookers. 

5.  Write  a  follow-up  letter  to  sell  adding  machines  to  bankers. 


LESSON  29:  LETTERS  OF  INTRODUCTION 

A.  LETTER  of  introduction  is  used  to  introduce  two  of 
your  acquaintances  to  each  other,  when  the  introduction  can- 
not be  made  in  person. 

Great  care  should  be  used  in  this  matter  of  introductions, 
lest  your  friend  be  embarrassed  or  annoyed  by  the  demands 
made  upon  him  by  this  new  acquaintance.  These  letters 
should  not  be  too  frequently  given. 

Such  a  letter  should  be  short  and  to  the  point,  containing 
a  few  words  of  sincere  commendation  of  the  person  being 
introduced,  and  stating  in  general  the  purpose  of  the  intro- 
duction.   To  say  too  much  may  make  the  letter  distasteful. 

The  letter  is  given  unsealed  to  the  person  being  intro- 
duced, who  delivers  it  in  person,  usually,  to  the  one  for  whom 
it  is  intended.  If  sent  by  mail,  it  is,  of  course,  sealed  as  any 
other  letter.  The  envelope  bears  the  name  and  address  of  the 
person  to  whom  it  is  to  be  given;  and  the  words,  "Introducing 

Mr. "  are  written  in  the  lower  left-hand  corner  of 

the  envelope,  so  that  the  bearer  may  be  greeted  at  once. 

The  following  is  a  common  form  of  introduction: — 


LETTERS  OF  RECOMMENDATION  85 

Dear  Sir: 

This  will  introduce  to  you  Mr.  Henry  Benton,  a 
personal  friend,  who  is  looking  for  a  favorable 
location  for  a  button  factory  in  or  near  your  city. 

He  is  a  wide-awake  and  thoroughly  reliable  busi- 
ness man,  and  any  attention  you  may  be  able  to  give 
him  will  be  fully  appreciated  by  him  as  well  as  by 
me. 

Faithfully  yours, 

PRACTICE 

1.  By  letter  introduce  Mr.  S.  W.  Wing,  a  lawyer  in  your  city,  to  Mr. 
Elliot  Stock,  275  Lake  St.,  Buffalo,  N.Y.  State  the  purpose  of  the  in- 
troduction. 

2.  Introduce  your  bookkeeper,  who  is  moving  with  his  family  to  St. 
Louis,  to  George  Stanley  Ross  of  that  city,  1249  Enterprise  Building. 

S.  Introduce  Mr.  Clarence  Woodrow,  a  young  man  whom  you  have 
known  for  five  years  and  who  has  just  graduated  from  the  high  school. 

4.  Introduce  Miss  Clara  Wells,  a  teacher,  to  the  high  school  Principal 
John  C.  Worth,  Louisville,  Ky.  Miss  Wells  wishes  to  locate  in  that  city. 

5.  Introduce  B.  J.  Dodge,  a  prosperous  young  business  man  of  your  city, 
to  Clifton  Heck,  a  real  estate  dealer,  Buffalo,  N.Y.  Mr.  Dodge  is  looking 
for  a  business  opening  in  the  farm  and  garden  machinery  business. 

LESSON  30:  LETTERS  OF  RECOMMENDATION 

IiHESE  letter^,  which  testify  to  the  ability  and  character 
of  the  persons  owning  them,  are  of  two  kinds  —  personal 
and  general.  The  first  kind  is  addressed  to  some  individ- 
ual or  firm  and  is  similar  to  other  letters.  The  second  is  more 
formal,  being  a  testimonial  rather  than  a  letter.  It  is  not 
addressed  to  any  one  in  particular  and  opens  with  a  general 
salutation;  as,  "To  whom  it  may  concern:"  "To  the  bus- 
iness community:"  etc. 


86  THE  BUSINESS  LETTER 

Caution  should  be  used  not  to  recommend  unworthy 
persons,  lest  your  word  no  longer  carry  weight,  or  injury  be 
done  to  the  person  who  acts  upon  your  recommendation, 
by  engaging  an  incompetent  or  unworthy  person.  The  one 
recommended  also  suffers  if,  by  reason  of  too  strong  a  recom- 
mendation, he  secures  a  position  that  he  is  unable  to  fill. 
Such  a  failure  will  do  him  a  lasting  injury.  It  ought  to  be  the 
pride  of  every  one  of  affairs  to  recommend  only  those  who 
are  known  to  be  worthy.  Because  a  person  asks  for  a  recom- 
mendation is  no  reason  for  saying  things  about  him  that  are 
wholly  or  in  part  untrue.  It  is  far  better  for  the  interests 
of  the  candidate,  as  well  as  for  your  own  reputation,  to  be 
conservative  rather  than  to  over-recommend.  A  few  brief, 
pointed  statements  concerning  the  character  and  ability  of 
the  candidate  are  sufficient  —  length  should  be  avoided. 

IHE  letter  is  usually  given  to  the  person  recommended,  who 
presents  it  in  person;  or,  in  case  it  is  not  presented  in  person, 
the  original  is  kept  and  a  copy  of  it  is  sent  by  mail.  A  copy 
of  the  letter  should  be  plainly  marked  "Copy"  either  at  top 
or  bottom.  In  case  of  a  personal  letter  of  recommendation, 
it  is  mailed  by  the  writer  directly  to  the  person  addressed. 

To  whom  it  may  concern: 

The  bearer,  Mr.  Cyril  Edwards,  has  been  in  my  employ 
as  bookkeeper  for  the  past  three  years  and  has  shown 
himself  to  be  neat  and  accurate  in  his  work  and  faithful 
in  the  discharge  of  all  duties  assigned  him. 

He  is  a  young  man  of  worth  and  reliability.   I  have  no 
hesitancy  in  recommending  him  for  office  work. 

Yours  truly, 

XN  securing  a  business  position,  these  letters  are  now  used 
less  than  formerly.    To  refer  to  some  one  who  knows  you. 


LETTERS  OF  APPLICATION  87 

or  for  whom  you  have  worked,  will  be  of  more  value  to 
you  than  a  glowing  letter  of  recommendation.  The  letter  of 
recommendation  has  praise  only,  while  in  writing  to  a  refer- 
ence your  prospective  employer  may  ask  questions  about  you 
which  are  not,  or  would  not  be,  answered  in  a  recommenda- 
tion. 

PRACTICE 

1.  Write  a  letter  of  recommendation  for  Charles  Fisher,  who  has  been 
your  secretary  for  the  past  five  years. 

2.  Write  a  letter  of  recommendation  for  Mr.  Frank  Mayor,  who  has 
been  your  bookkeeper  for  two  years. 

3.  Recommend  a  young  traveling  salesman  who  now  wishes  to  form 
business  connections  in  Seattle,  Wash. 

4.  Recommend  your  credit  man,  who  now  wishes  to  settle  in  Buffalo, 

N.Y. 

5.  Recommend  your  office  assistant,  who  has  been  with  you  for  four 
years  and  has  given  satisfaction. 

LESSON  31:  LETTERS  OF  APPLICATION 

X  HE  key  that  unlocks  the  door  of  the  business,  and  often 
the  professional,  world  for  young  men  and  women  is  the 
letter  of  application.  Thorough  preparation  for  the  work 
sought  is,  of  course,  presupposed,  and  a  part  of  this  prepara- 
tion must  be  in  letter  writing.  It  is  the  letter  which  brings 
consideration,  and  by  which  your  fitness  or  unfitness  for  the 
work  is  judged.  A  good  letter  may  not  secure  the  first  posi- 
tion for  which  you  apply,  because  of  other  equally  well  pre- 
pared or  more  experienced  candidates,  but  it  is  a  settled  fact 
that  a  poor  letter  will  actually  prevent  you  from  getting  it. 

The  primary  object  of  this  letter  is  to  gain  an  interview. 
It  should,  therefore,  be  terse  and  business-like,  and  the 
statements  concerning  your  qualifications  and  ability  should 
be  modest.  The  interview  will  give  your  prospective  employer 
an  opportunity  to  ask  for  whatever  further  information  he 


88  THE  BUSINESS  LETTER 

may  desire.  You  may  then  answer  frankly  concerning  your 
preparation,  etc.,  while  the  same  statements  unasked-for  in  a 
letter  might  seem  boastful. 

A  letter  of  application  should  contain  information  concern- 
ing the  applicant's  preparation,  age,  experience,  references; 
it  should  state  whether  he  is  married  or  single  and  the  salary 
expected  (when  asked  for) ;  and  it  should  be  well  written,  on 
good  stationery,  and  in  a  business-like  style. 

X  HE  preparation  refers  to  the  schools  attended,  the  courses 
taken  which  have  a  direct  bearing  upon  the  work  to  be 
done,  and  anything  in  the  way  of  study  or  investigation  which 
makes  for  efficiency.  State  your  qualifications  frankly,  yet 
modestly. 

jLHE  prospective  employer  wishes  to  know  the  age  of  the 
candidate  that  he  may  judge  somewhat  of  his  maturity  of 
judgment,  development,  and  ability  to  bear  responsibility. 
In  some  positions  the  question  of  age  is  a  very  important  one, 
and  it  is  always  well  to  state  it. 

±F  the  candidate  has  had  experience  in  work  similar  to 
that  he  is  seeking,  he  should  state  the  nature  of  the  work 
done  and  for  whom  he  worked.  The  candidate  who  has  had 
some  successful  experience  and  can  refer  to  his  employer, 
already  has  an  aid  in  securing  employment  which  is  better 
than  a  handful  of  testimonials. 

JjUSINESS  men  are  always  glad  to  say  a  good  word  for 
those  who  have  done  them  good  service.  The  name  of  such 
a  man  or  of  some  one  who  knows  you  well  is  of  great  assist- 
ance in  getting  a  position;  but  never  mention  any  one  as  ref- 
erence without  first  getting  his  permission  to  do  so.  This  is 
important.  The  address  of  the  reference  should  in  no  case  be 
omitted. 


LETTERS   OF   APPLICATION  89 

IT  is  not  necessary  to  state  whether  married  or  single  when 
the  age  given  or  the  fact  of  recent  graduation  from  high 
school  clearly  indicates  it.  For  a  boy  of  17  or  18  years  of  age 
to  state  that  he  is  unmarried  would  be  wholly  unnecessary; 
but  if  the  candidate  has  reached  the  age  when  he  may  rea- 
sonably be  expected  to  have  a  home  of  his  own,  he  should 
state  whether  married  or  not.  In  positions  of  trust,  or  where 
more  than  usual  judgment  and  close  application  to  work  is 
required,  this  is  important  for  the  prospective  employer  to 
know. 

fT  HEN  the  advertiser  asks  to  have  the  candidate  state 
the  salary  expected,  the  candidate  should  state  in  plain  fig- 
ures the  lowest  amount  he  will  take.  To  say  "moderate" 
salary  is  vague,  as  $100  a  month  might  be  a  very  small  salary 
for  one  man  and  be  an  exorbitant  salary  for  another.  Do  not 
say  "salary  no  object."  This  might  be  true  in  rare  cases,  but 
such  a  statement  is  more  likely  to  have  an  element  of  false- 
hood in  it.  Besides,  no  one  wants  you  to  work  for  nothing  — 
a  business  man  is  willing  to  pay  for  service.  If  the  advertise- 
ment does  not  ask  to  have  the  salary  stated,  it  is  well  to  leave 
that  until  a  subsequent  letter  or  until  the  interview. 

It  is  false  economy  to  use  poor  stationery.  As  one  is  judged 
by  his  personal  appearance,  so  he  is  judged  by  the  appearance 
and  make-up  of  his  letters.  No  letter  looks  as  well  on  poor 
stationery  as  on  good  stationery;  and  the  choice  is  as  much 
a  matter  of  taste  as  of  expense. 

Your  business  ability  will  be  determined,  somewhat,  by 
your  style  of  writing.  If  you  are  business-like,  your  letter 
will  indicate  it  by  being  clear  and  concise.  The  real  object 
of  the  application  is  to  secure  an  interview,  and  the  points 
mentioned  above  are  necessary  to  interest  your  prospective 
employer  in  you  and  to  give  him  a  pretty  definite  knowledge 
of  your  fitness  for  the  work. 


90  THE  BUSINESS  LETTER 

Upon  taking  a  responsible  position,  particularly  when 
money  is  to  be  handled,  the  candidate  is  required  to  give 
security.  One  way  to  get  this  security  is  to  have  two  prop- 
erty owners  who  know  you  to  act  as  your  bondsmen.  The 
more  usual  way  is  to  employ  the  services  of  one  of  the  Bond 
and  Reference  Associations  whose  business  it  is  to  act  as 
bondsman  in  such  cases.  After  a  thorough  inquiry  concern- 
ing the  honesty,  ability,  and  habits,  etc.,  of  the  candidate, 
the  Association  will,  if  reports  are  satisfactory,  for  a  certain 
per  cent  of  the  salary,  act  as  bondsman.  In  some  cases  the 
employee  pays  the  premium,  while  in  others  it  is  paid  by 
the  employer. 

The  following  is  a  suggested  form  of  application.  It  is 
given  merely  as  an  aid,  not  to  be  copied. 

Gentlemen: 

I  have  just  heard,  through  Mr.  Hallway,  your  head 
bookkeeper,  that  you  are  looking  for  an  assistant  for  him. 
Please  consider  me  as  a  candidate  for  the  position. 

I  am  22  years  of  age,  single,  and  am  a  graduate  of  the 
New  York  School  of  Commerce.   For  reference,  I  am  at  liberty 
to  refer  you  to  Mr.  S,  A.  Whitman,  987  West  St.,  Detroit, 
Mich.,  for  whom  I  have  worked  for  two  years  as  assistant 
bookkeeper,  and  to  Professor  Alexander  Block,  100  Washing- 
ton Square,  New  York,  who  can  speak  accurately  of  my  work  in 
the  School  of  Commerce. 

Assuring  you  that,  should  I  be  chosen,  I  would  do  all 
in  my  power  to  make  the  work  satisfactory,  I  am. 
Yours  respectfully. 

The  following  is  a  copy  of  a  successful  letter  of  application. 
The  advertisement  was  cut  from  the  daily  paper  and  enclosed 
with  the  letter.  It  stated  th£  necessary  qualifications,  making 


I 


LETTERS   OF  APPLICATION  91 

their  repetition  unnecessary.    References  were  not  sent,  but 
promised. 


Dear  Sir:- 

I  find  the  enclosed  advertisement  in  the  day's  Times. 
I  can  meet  all  the  requirements  and  should  enter  with  en- 
thusiasm upon  the  work  offered. 

Should  you  grant  me  an  interview,  I  will  meet  you  at 
such  time  and  place  as  you  may  appoint  and  will  bring 
references  that  cannot  be  other  than  satisfactory. 

Awaiting  your  answer,  I  am 

Yours  truly. 

The  following  form  is  more  of  a  tabular  statement  of 
qualifications  than  a  letter  of  application.  It  is  less  fre- 
quently used  than  the  other  forms  given  in  this  lesson. 

Gentlemen :- 

I  wish  to  say,  in  answer  to  your  advertisement  for  a 
stenographer,  in  to-day's  Journal,  that  my  preparation  and 
qualifications  are  as  follows: — 

Age:  21. 

•Nationality:    American. 
Habits:    Good.      I   neither   smoke  nor   drink. 

Education:    Commercial  High  School  —  shorthand  course. 
[Speed  in  shorthand  and  typewriting  mentioned  here.] 

Disposition:  Work  harmoniously  with  associates. 

Experience:  [Here  the  positions  held,  if  any,  and  the  reasons 
for  leaving  are  stated  definitely.  If  inexperienced,  training  in  school 
is  mentioned.] 

Salary:  Nine  dollars  a  week  at  start. 

Yours  truly. 


92  THE  BUSINESS  LETTER 


PRACTICE 

1.  Answer  the  following  advertisements,  which  were  taken  from  the 
daily  papers :  — 

(1.)  YOUNG  WOMAN  as  stenographer  for  new  con- 
cern; state  age,  experience,  and  salary  now  received 
in  first  letter.    Address  P-55,  Journal  Office. 

(2.)  ASSISTANT  BOOKKEEPER  AND  STENOGRA- 
pher,  accustomed  to  detail  clerical  work;  Protestant; 
5  years  experience;  state  salary  and  furnish  refer- 
ences.  Address  H-110,  Journal  Office. 

(3.)  WANTED.  Young  woman,  16  to  20  years  old,  as 
assistant  bookkeeper  and  typist,  one  with  experi- 
ence preferred.  Address,  giving  reference,  W-106, 
Journal  Office. 

(4.)  WANTED.  A  young  man  as  bookkeeper  and  re- 
ceiving clerk.  Address  or  apply  THE  GEO.  B. 
FROST  FINISHING  CO.,  East  Killingly,  Conn. 

(5.)  ASSISTANT  BOOKKEEPER  — YOUNG  MAN;  must 
be  good  at  figures;  fine  opening  for  right  person; 
$12  to  start;  state  age,  experience,  references.  Ad- 
dress E  N  38;  Journal. 

(6.)  YOUNG  WOMAN—  WHO  CAN  OPERATE  TYPE- 
writer;  shorthand  not  necessary;  fine  opportunity 
for  advancement;  state  age,  education,  experience, 
and  salary  to  begin.   Address  T  P  24,  Post. 

(7.)  STENOGRAPHER  AND  TYPEWRITER  —  Young 
lady,  well  educated,  experienced  in  keeping  files, 
rapid  writer,  and  willing  worker;  hours  8:30  to  6. 
Make  application  in  own  handwriting,  stating  ex- 
perience and  naming  former  employers.  Address  W 
2,  Transcript. 

(8.)  ASSISTANT  BOOKKEEPER  —  A  BRIGHT  young 
man;  must  be  good  penman  and  correct  at  figures; 
good  opportunity  for  advancement.  Address  H-140, 
Leader. 

(9.)  STENOGRAPHER  — HIGH  SCHOOL  GRADUATE, 
for  position  in  large  office;  must  have  at  least  six 
months'  experience;  write  fully,  giving  age,  expe- 
rience and  education;  salary  to  start  SIO.  Ad- 
dress A.  C.  68,  Tribune. 

(10.)  STENOGRAPHER  AND  ASSISTANT  BOOKKEEPER 
—  Young  woman;  $8  to  start;  opportunity  for 
advancement  for  one  who  is  accurate.  Address  A 
M-290,  Journal  Office. 


I 


REQUESTS   FOR  INFORMATION  93 

LESSON  32:  REQUESTS  FOR  INFORMATION 

XvEQUESTS  for  information  that  may,  by  their  nature,  lead 
to  business  transactions,  such  as  requests  for  catalogues, 
price  lists,  descriptions,  estimates,  etc.,  are  not  regarded  as 
one-sided  favors,  but  as  incidental  to  business.  In  making 
such  a  request  it  is  not  necessary  to  send  postage  for  a  reply; 
but  — 

All  requests  made  by  mail  for  information  or  favor  for 
the  benefit  only  of  the  person  seeking  it,  should  be  accom- 
panied by  a  self -addressed  stamped  envelope.  It  is  enough 
that  your  informant  answer  your  question  without  putting 
him  to  the  expense  of  paying  postage  on  it.  For  an  occasional 
letter  of  this  kind  the  postage  would  be  insignificant;  but 
to  firms,  especially  banks,  who  are  constantly  receiving  such 
letters,  the  expense  would  be  considerable.  Anyway,  it  shows 
thoughtfulness  and  consideration  to  the  other  man  to  enclose 
the  return  postage. 

An  international  postage  coupon  called  Coupon  deReponse 
which  is  exchangeable  for  a  5-cent  stamp  or  its  equivalent  may 
now  be  obtained  at  most  of  the  post  offices  of  the  world.  This 
coupon  is  redeemable  in  the  postage  of  the  country  in  which 
it  is  presented  for  payment.  It  is  designed,  as  its  name  im- 
plies, to  facilitate  the  prepayment  of  postage  on  return  let- 
ters. Prior  to  its  authorization  in  1909,  it  was  often  embarrass- 
ing to  write  to  an  entire  stranger  for  information  in  which 
he  could  have  no  money  interest,  without  being  able  to  pay 
the  postage  on  his  answer. 

>V^HEN  information  concerning  the  financial  standing  of 
a  stranger  can  be  obtained  in  no  other  way,  it  may  sometimes 
be  had  by  writing  to  a  banker  who  knows  him.  Whatever 
is  said  is,  of  course,  strictly  confidential;  and  no  honorable 
man  would  betray  the  confidence. 


94  THE  BUSINESS  LETTER 

If  your  informant  can  give  a  favorable  report,  he  is  happy 
to  do  so;  if  he  can  say  nothing  favorable,  he  will  say  little  or 
nothing  —  not  a  bad  plan  for  every  one  —  and  no  names  will 
be  mentioned.  More  is  to  be  read  between  the  lines  than  in 
them.  A  brief  letter  giving  little  or  no  information  is  to  be 
interpreted  as  unfavorable,  unless  the  person  asked  about 
is  a  stranger  to  your  correspondent. 

PRACTICE 

1.  Write  to  the  City  National  Bank,  Rock  Island,  III.,  asking  about  the 
financial  standing  of  W.  Johnson  of  that  city. 

2.  Take  the  place  of  the  Cashier  and  answer  this  letter. 

3.  Write  to  the  National  Tool  Company,  Pittsburg,  Pa.,  asking  whether 
Edgar  Mills,  an  employee,  is  competent  to  superintend  a  branch  factory. 

4.  Take  the  place  of  the  Superintendent  of  the  National  Tool  Company 
and  answer  No.  3. 

5.  Write  to  the  Board  of  Trade,  Springfield,  Mass.,  asking  whether 
suitable  facilities  for  a  toy  factory  could  be  found  there. 


LESSON  33:  PUBLIC  LETTERS 

JT  UBLIC  letters  are  written  upon  general  topics  of  public 
interest,  addressed  to  some  prominent  person,  frequently 
to  the  editor  of  the  newspaper,  and  intended  for  publica- 
tion. The  purpose  in  addressing  them  to  some  one  of 
prominence  is  that  more  interest  attaches  to  them  because 
of  the  personal  feature  which  they  thus  acquire. 

Such  a  letter  usually  calls  the  attention  of  the  public  to 
some  needed  reform  or  measure,  pointing  out  the  present 
weakness  and  urging  that  steps  be  taken  to  remedy  the 
matter.  The  plea  in  such  a  letter  should  always  keep  the  in- 
terest of  the  public  prominent.  Should  the  readers  see  a 
selfish  motive  involved,  the  cause  will  be  lost.  The  public 
is  interested  in  the  good  of  the  public  rather  than  in  the 
selfish  motives  of  the  individual. 


PERSONAL  vs.  BUSINESS  MATTERS  95 

PRACTICE 

1.  Write  a  public  or  open  letter  to  your  newspaper  editor,  urging  the 
need  of  a  Y.M.C.A.  in  your  city. 

2.  Write  a  letter  for  your  school  paper,  urging  the  need  of  several  debat- 
ing societies  in  your  school. 

3.  Write  a  public  letter  to  a  local  newspaper,  urging  the  need  of  more 
shade  trees  on  the  newer  streets. 

4.  Write  a  public  letter  concerning  speeding  in  your  section  of  the  city. 

5.  Write  a  public  letter  urging  the  need  and  advantages  of  a  Commercial 
High  School  in  your  city. 


LESSON  34:  PERSONAL   vs.  BUSINESS  MATTERS 

JN  O  man  cares  to  have  his  social  letters  or  personal  mes- 
sages open  to  the  inspection  of  the  entire  office  force.  Social 
or  personal  matter  should  not,  therefore,  be  included  in  a 
business  letter.  If  it  is  desirable  to  send  a  personal  or  social 
message  to  a  friend  to  whom  you  are  writing  business,  it 
is  better  to  write  two  letters.  On  the  envelope  containing 
the  social  letter  put  "Personal."  When  this  is  done,  the 
letter  will  not  be  opened  by  the  receiving  clerk  or  by  any 
person  other  than  the  one  addressed. 

The  business  letter  might  be  enclosed  with  the  one  marked 
"Personal,"  but  it  is  likely  to  be  delayed  in  case  the  one  to 
whom  it  is  addressed  is  away  from  the  office  for  a  time. 

The  social  element  or  friendly  tone  gives  a  letter  the  human 
touch  and  is  much  used  in  business  letter  writing,  but  purely 
social  matters  are  not  intended  for  the  office  letter  files. 

The  young  office  worker  should  remember  that  the  office  telephone  was 
installed  for  business  purposes,  and  he  will  do  well  to  refrain  from  using 
it  for  personal  matters,  just  as  he  would  refrain  from  using  his  employer's 
stationery  for  writing  love  letters. 

It  is  never  satisfactory  to  mix  social  and  business  matters,  whether  it 
be  in  the  use  of  the  telephone  or  the  stationery  or  in  your  relations  with 
others  in  the  office.   Think  about  this,  often. 


96  THE  BUSINESS  LETTER 

PRACTICE 

1.  Your  employer  wishes  you  to  write  to  Theo.  White,  a  real  estate 
agent,  your  city,  asking  him  to  be  on  the  lookout  for  a  house  for  him  in 
the  neighborhood  of  Forest  Park.  He  also  wishes  to  invite  Mr.  White  to 
dine  with  him  next  Friday  evening  at  7 :30. 

2.  Send  an  order  to  Sherwood  &  Co.  for  10  No.  88  Magee  ranges  and 
invite  Mr.  Oscar  Sherwood  to  join  your  employer  (for  whom  you  are  writ- 
ing) in  a  fishing  trip. 

3.  Write  for  your  employer,  sending  a  check  to  R.  H.  Melton  in  payment 
of  purchase  made  one  month  ago,  and  invite  him  to  take  an  auto  trip  next 
Saturday  afternoon. 

4.  Write  for  your  employer  to  Russell  &  Taylor,  sending  bank  draft  for 
$560.  on  acct.  Also  write  a  note  of  congratulation  to  Mr.  W.  R.  Taylor 
who  has  just  been  elected  mayor  of  his  city. 

5.  Write  for  your  employer  to  Albert  Wells,  a  lawyer,  asking  him  what 
steps  to  take  in  securing  a  patent  on  a  new  gas  burner.  Ask  his  opinion 
about  tte  future  of  "  Standard  Stocks  "  as  an  investment. 


PART  THREE 
TELEGRAPH  AND  POST 

LESSON  35:  TELEGRAMS  AND  CABLEGRAMS 

Messages  sent  by  wire,  cable,  or  wireless,  necessitate 
careful  use  of  language  —  a  more  careful  selection  than  any 
other  form  of  message.  They  must  be  short,  clear,  and  cap- 
able of  but  one  interpretation.  Clearness  is  essential,  and  no 
message  should  be  shortened  to  a  point  beyond  which  the 
meaning  is  clear.  Words  having  more  than  one  meaning 
should  be  avoided,  and  the  message  should  be  so  worded  that 
punctuation  is  unnecessary. 

IN  day  telegrams  ten  words  are  sent  at  a  fixed  rate,  accord- 
ing to  distance,  and  in  night  messages  fifty  words  may  be 
sent  at  the  same  rate.  Nothing  is,  therefore,  gained  in  using 
fewer  words  than  are  allowed.  Messages  containing  more 
than  the  specified  number  of  words  are  charged  for  at  a  cer- 
tain rate  per  word  in  excess  of  the  regular  rate. 

Figures,  initials,  surnames,  names  of  towns,  cities,  states, 
territories,  provinces,  or  their  abbreviations,  and  all  abbrevia- 
tions of  weights  and  measures  are  each  counted  as  one  word. 
Likewise,  decimal  points,  punctuation  marks,  and  such 
suffixes  as  st,  d,  th,  etc.,  are  each  counted  as  one  word.  Rates 
are  fixed  according  to  distance.  For  day  messages  of  more 
than  ten  words  and  for  night  letters  of  more  than  fifty  words, 
an  extra  charge  is  made  for  each  additional  word.  In  a  tele- 
gram, only  the  words  of  the  message  are  counted,  while  in 
a  cablegram,  the  name,  address,  and  signature  also  are 
counted. 


98  THE  BUSINESS  LETTER 

XHE  necessity  of  brevity  in  messages  has  given  rise  to 
various  code  systems  which  use  a  single  word  or  a  com- 
bination of  letters  or  figures  to  express  an  entire  sentence. 
The  "ABC  Code,"  5th  edition,  is  now  much  used;  and  any 
one  possessing  a  copy  may  send  or  receive  code  messages  at  a 
great  saving  in  expense. 

The  following  code  words  will  illustrate  their  use:  ^ 

Codak  —  At  an  early  date. 

Codup  —  Let  us  know  at  once  what  you  decide. 

Dasker  —  Cannot  remit  more  than. 

Fadree  —  Was  sent  on. 

Fadni  —  Must  be  sent  to-day  in  order  to  arrive  on  time. 

Formi  —  If  time  permits. 

To  prevent  the  use  of  unnecessarily  long  or  unpronounce- 
able words,  the  telegraph  and  cable  companies  have  made  it 
a  rule  that  no  code  word  will  be  accepted  which  is  composed 
of  more  than  ten  letters.  In  unpronounceable  words  each 
letter  is  counted  as  a  word.  In  cipher  cable  messages,  which 
may  be  composed  wholly  or  in  part  of  figures,  a  group  of 
such  figures  is  counted  as  one  word.  In  cabling,  if  any  word  in 
plain  language  contains  more  than  ten  letters,  extra  charge 
will  be  made  for  that  word;  and  any  word  in  plain  language 
having  more  than  fifteen  letters  will  be  counted  as  two  words. 

U  PON  the  payment  of  a  certain  extra  charge,  the  sender  of 
a  message  may  have  his  message  "repeated,"  that  is,  tele- 
graphed back  from  the  delivering  oflBce  to  the  sending  office 
for  verification. 

jMONEY  may  be  sent  by  telegraph  or  cable;  but  it  is  quite 
expensive,  a  charge  being  made  for  the  message  in  addition 
to  the  charge  for  handling  the  money. 

1  From  the  United  States  Express  Co.  Travelers'  Code. 


TELEGRAMS   AND   CABLEGRAMS  99 

A  RECENT  invention  in  telegraphic  instruments  has  given 
rise  to  the  Telepost  Company,  which  sends  messages  at  a 
uniform  rate  for  all  distances,  and  at  a  rate  much  lower  than 
is  charged  by  the  telegraph  companies.  It  has  four  kinds  of 
service;  viz.,  telegram,  telecard,  teletape,  and  telepost. 

A  telegram  is  a  message  delivered  by  a  special  messenger, 
as  is  now  done  by  the  other  companies. 

A  telecard  is  a  telegraphic  message  printed  on  a  postcard 
at  the  delivering  office  and  placed  in  the  post  office,  and  then 
delivered  by  the  postman  on  his  regular  rounds. 

A  teletape  is  the  perforated  strip  of  paper  upon  which 
the  instrument  records  the  message  at  the  delivering  office. 
This  is  mailed  and  delivered  as  in  the  case  of  a  telecard. 

A  telepost  is  a  telegraphic  message  printed  similarly  to  a 
letter  at  the  delivering  office  and  mailed  in  a  sealed  envelope 
and  delivered  as  in  the  case  of  the  telecard. 

The  rates  for  these  services  are:  a  10-word  telecard,  10 
cents;  a  25-word  telegram  or  a  50- word  telepost  or  a  100- 
word  teletape,  25  cents. 

PRACTICE 

Condense  the  following  letters  into  telegrams  of  not  more  than  ten  words 
each :  — 

1.  Dear  Sir:  —  Can  you  arrange  to  meet  me  at  the  Bristol  Hotel 

Wednesday,  next,  at  2  o'clock  in  the  afternoon.   Bring  your  client,  and  we 

will  effect  a  settlement  of  his  claim. 

Yours  truly, 

2.  Gentlemen:  —  Please  ship  me  100  boxes  of  Palermo  oranges  next 

Monday  and  charge  to  my  account. 

Yours  truly, 

3.  Dear  Mother, 

While  riding  yesterday  I  was  thrown  from  a  horse  and  quite 
badly  injured,  though  not  seriously.  I  shall  postpone  my  return  home  to- 
morrow, as  I  had  planned,  until  some  time  next  week,  when  I  shall  be 

fully  recovered. 

Affectionately, 


100  THE  BUSINESS  LETTER 

4.  Wire  the  ticket  agent  at  Boston  to  reserve  sleeper  for  you  on  the 
9  P.M.  train  for  Chicago  next  Monday. 

5.  Wire  Thos.  Cook  &  Sons,  New  York,  to  reserve  a  berth  on  the  "Can- 
opic  "  which  leaves  next  week  Wednesday  for  Liverpool.  Say  that  you  are 
mailing  a  check  for  the  necessary  deposit  on  the  ticket. 

6.  Telegraph  your  traveling  salesman,  Mr.  Charles  Dunnley,  now  at 
Rock  Island,  111.,  to  call  at  once  on  Benson  Brothers,  249  Water  St.,  St. 
Louis,  Mo.,  who  are  wanting  quotations  on  a  line  of  electric  machinery. 

7.  Telegraph  your  brother  to  meet  you  at  the  Central  Station,  Baltimore, 
upon  your  arrival.    Mention  train  and  date,  and  place  of  meeting. 

8.  Order  a  bill  of  books  by  telegraph. 

9.  Countermand  the  above  order. 


LESSON  36:  CLASSIFICATION  OF  MAIL  MATTER 

J.N  the  United  States,  mail  matter  is  divided  into  four 
classes  as  follows :  — 

First  class  matter  includes  letters,  postal  cards,  diplomas, 
written  cards,  drawings,  designs,  plans,  and  any  other  mat- 
ter partly  printed  and  partly  written  (except  as  stated  later), 
and  all  packages  sealed  so  as  to  prevent  inspection.  The  rate, 
in  the  United  States,  is  two  cents  for  each  ounce  or  fraction 
thereof.  This  rate  applies  between  post  offices  within  the 
United  States  and  from  the  United  States  to  Cuba,  Porto 
Rico,  Hawaii,  the  Philippine  Archipelago,  the  islands  of 
Guam  and  Tutuila,  Alaska,  and  the  Canal  Zone. 

The  same  rate  applies  to  Canada,  Mexico,  Panama,  Eng- 
land, Germany  (under  certain  restrictions)  and  the  city  of 
Shanghai.  To  all  other  foreign  countries  the  rate  is  five 
cents  for  each  ounce  or  fraction  thereof.  The  rate  for  postal 
cards  is  one  cent  within  the  country  and  two  cents  to  foreign 
countries,  except  those  mentioned  in  this  paragraph. 

Second  class  matter  includes  all  newspapers  and  periodi- 
cals issued  regularly  and  not  less  frequently  than  four  times 
a  year.    The  rate  is  one  cent  per  pound  for  publishers  and 


I 


CLASSIFICATION   OF  JVfAIL  lOJfX'ER  <01 

news  dealers.  For  others  it  is  one  cent  for  each  four  ounces 
or  fraction  thereof. 

Third  class  matter  embraces  all  parcels  of  books  weighing 
eight  ounces  or  less,  and  all  transient  newspapers,  circulars, 
catalogues,  proof  sheets  and  manuscripts  accompanying  the 
same;  miscellaneous  printed  matter  or  paper  not  having  the 
nature  of  personal  correspondence,  photographs,  valentines, 
and  all  other  printed  matter,  if  wrapped  so  as  to  be  free  to 
inspection  without  destroying  the  wrapper.  The  weight  of  a 
single  package  is  limited,  in  this  class,  to  four  pounds,  except 
in  the  case  of  books,  as  stated  above.  The  rate  is  one  cent  for 
each  two  ounces  or  fraction  thereof. 

There  may  be  written  or  printed  upon  the  blank  leaves  of  any  book,  or 
upon  any  photograph,  or  other  matter  of  the  third  class,  a  simple  manu- 
script dedication  or  inscription  not  in  the  nature  of  personal  correspond- 
ence. Such  words,  as  "Dear  Sir,"  "My  dear  friend,"  "Yours  truly," 
"Sincerely  yours,"  "Merry  Christmas,"  "Happy  New  Year,"  and  "With 
best  wishes,"  written  upon  third-class  matter,  are  permissible. 

That  class  of  mail  matter  commonly  known  as  fourth  class 
is  now  embodied  in  parcel  post  matter  and  is  described  on  the 
following  page. 

Inscriptions,  such  as  "Merry  Christmas,"  "Happy  New  Year,"  "With 
best  wishes,"  and  "Do  not  open  until  Christmas,"  or  words  to  that  effect, 
together  with  the  name  and  address  of  the  addressee  and  of  the  sender,  may 
be  written  on  mail  matter  of  the  fourth  class,  or  on  a  card  enclosed  there- 
with, without  affecting  its  classification. 

UNMAILABLE  matter  consists  of  liquids,  poisons,  ex- 
plosives, inflammable  articles,  or  any  other  articles  that  are 
likely  to  injure  the  mails  or  the  persons  handling  them; 
sharp  pointed  instruments,  except  when  properly  wrapped; 
and  every  letter  or  card  upon  which  anything  indecent  is 
written  or  printed;  and  all  matters  relating  to  lotteries,  fradu- 
lent  schemes,  etc. 


102         . ; .;  ,  .  THE  BUSINESS  LETTER 

Special  delivery  stamps  cost  ten  cents  each;  and  when  one 
is  attached  to  a  letter  it  insures  prompt  delivery  by  special 
messenger  to  persons  living  within  the  mail-carrier  district 
of  large  cities  and  towns  or  within  a  given  distance  of  post 
offices  not  having  a  carrier  delivery.  The  regular  postage  must 
be  paid  on  the  letter  in  addition  to  the  special  delivery  stamp. 

XHE  safe  delivery  of  first  and  third  class  matter  may  be 
insured  by  registration.  In  case  of  loss  the  post-office  depart- 
ment will  pay  to  the  amount  of  $50.  The  fee  for  registration 
is  ten  cents  in  addition  to  the  regular  postage. 

W  HEN  directing  a  letter  that  is  to  go  to  a  foreign  country, 
write  the  word  "Foreign"  where  the  stamp  is  to  be  placed. 
This  will  remind  the  one  affixing  the  stamps  that  the  foreign 
rate  is  to  be  paid.  This  will  indicate,  too,  the  carefulness  of 
your  house  and  save  your  correspondent  the  annoyance  of 
paying  double  the  amount  of  the  insufficient  postage. 

PARCEL  POST  INFORMATION 

The  parcel  post  system  provides  that  fourth-class  mail  matter  shall 
embrace  all  other  matter,  including  farm  and  factory  products,  and  books, 
not  now  embraced  by  law  in  either  the  first,  second,  or  third  class,  not 
exceeding  50  pounds  in  weight  for  delivery  within  the  first  and  second  zones 
or  twenty  pounds  for  delivery  in  any  of  the  other  zones,  nor  greater  in  size 
than  72  inches  in  length  and  girth  combined,  nor  in  form  or  kind  likely  to 
injure  the  person  of  any  postal  employee  or  damage  the  mail  equipment  or 
other  mail  matter,  and  not  of  a  character  perishable  within  a  period 
reasonably  required  for  transportation  and  delivery. 

RATES   OF   POSTAGE 

Parcels  weighing  four  ounces  or  less  are  mailable  at  the  rate  of  one 
cent  for  each  ounce  or  fraction  of  an  ounce,  regardless  of  distance.  Parcels 
weighing  more  than  four  ounces  are  mailable  at  the  pound  rates  shown 
in  the  following  table,  a  fraction  of  a  pound  being  considered  a  full  pound; 


CLASSIFICATION   OF  MAIL  MATTER 


103 


Weight. 


1  pound . . 

2  pounds  , 

3  pounds  < 

4  pounds 

5  pounds 

6  pounds 

7  pounds 

8  pounds 

9  pounds 

10  pounds 

11  pounds 

12  pounds 

13  pounds 

14  pounds 

15  pounds 

16  pounds 

17  pounds 

18  pounds 

19  pounds 

20  pounds 


First 

zone. 

Second 
zone 

Third 
zone 

Fourth 
zone 

Fifth 
zone 

Sixth 
zone 

Seventh 
zone 

Local 

Zone 

rate. 

rate. 

rate. 

rate. 

rate. 

rate. 

rate. 

rate. 

$0.05 

$0.05 

$0.05 

$0.06 

$0.07 

$0.08 

$0.09 

$0.11 

.06 

.06 

.06 

.08 

.11 

.14 

.17 

.21 

.06 

.07 

.07 

.10 

.15 

.20 

.25 

.31 

.07 

.08 

.08 

.12 

.19 

.26 

.33 

.41 

.07 

.09 

.09 

.14 

.23 

.32 

.41 

.51 

.08 

.10 

.10 

.16 

.27 

.38 

.49 

.61 

,08 

.11 

.11 

.18 

.31 

.44 

.67 

.71 

.09 

.12 

.12 

.20 

.35 

.50 

.65 

.81 

.09 

.13 

.13 

.22 

.39 

.56 

.73 

.91 

.10 

.14 

.14 

.24 

.43 

.62 

.81 

1.01 

.10 

.15 

.15 

.26 

.47 

.68 

.89 

1.11 

.11 

.16 

.16 

.28 

.51 

.74 

.97 

1.21 

.11 

.17 

.17 

.30 

.55 

.80 

1.05 

1.31 

.12 

.18 

.18 

.32 

.59 

.86 

1.13 

1.41 

.12 

.19 

.19 

.34 

.63 

.92 

1.21 

1.51 

.13 

.20 

.20 

.36 

.67 

.98 

1.29 

1.61 

.13 

.21 

.21 

.38 

.71 

1.04 

1.37 

1.71 

.14 

.22 

.22 

.40 

.75 

1.10 

1.45 

1.81 

.14 

.23 

.23 

.42 

.79 

1.16 

1.53 

1.91 

.15 

.24 

.24 

.44 

.83 

1.22 

1.61 

2.01 

Eighth 
zone 
rate. 

$0.12 

.24 

.86 

.48 

.60 

.72 

.84 

.96 

1.08 

1.20 

1.32 

1.44 

1.56 

1.68 

1.80 

1.92 

2.04 

2.16 

2.28 

2.40 


Up  to  50  lbs.  at  same  rates. 


The  local  rate  is  applicable  to  parcels  intended  for  delivery  at  the  office 
of  mailing  or  on  a  rural  route  starting  therefrom.  The  Post  Office  Depart- 
ment furnishes  a  key  and  map  by  which  the  zone  for  any  post  office  may  be 
determined. 

To  parcels  of  books  weighing  more  than  8  ounces,  the  pound  rates 
shown  in  the  table  apply. 

PREPARATION   FOR   MAILING 

Parcels  must  be  prepared  for  mailing  in  such  manner  that  the  contents 
can  be  easily  examined. 

A  parcel  must  not  be  accepted  for  mailing  unless  it  bears  the  name  and 
address  of  the  sender,  preceded  by  the  word  "From." 

Postmasters  will  refuse  to  receive  for  mailing  parcels  not  properly  in- 
dorsed or  packed  for  safe  shipment. 

WHERE   MAILABLE 

Parcels  must  be  mailed  at  a  post  office,  branch  post  office,  named  or 
lettered  station,  or  such  numbered  stations  as  may  be  designated  by  the 
postmaster,  or  delivered  to  a  rural  or  other  carrier  duly  authorized  to 
receive  such  matter. 

Parcels  collected  on  star  routes  must  be  deposited  in  the  next  post  office 
at  which  the  carrier  arrives  and  postage  charged  at  the  rate  from  that 
office. 


104  THE  BUSINESS  LETTER 

INSURANCE   OF   PARCELS 

A  mailable  parcel  on  which  the  postage  is  fully  prepaid  may  be  insured 
against  loss  in  an  amount  equivalent  to  its  actual  value,  but  not  to  exceed 
$50,  on  payment  of  a  fee  of  5  cents  in  stamps,  such  stamps  to  be  affixed. 

PRACTICE 

State  the  classification  to  which  each  of  the  following  pieces  of  mail 
matter  belongs,  and  the  postage  required  by  each:  — 

1.  A  sealed  letter  weighing  ^  ounce. 

2.  A  sealed  envelope  containing  samples,  1  oz. 

3.  A  bundle  of  newspapers  weighing  15  oz.,  sent  by  a  pubhsher. 

4.  A  diploma  weighing  8  oz. 

5.  A  drawing  weighing  12  oz. 

6.  A  book  weighing  33  oz. 

7.  A  newspaper  weighing  2  oz. 

8.  A  package  of  flower  seeds  weighing  4  oz. 

9.  A  circular  weighing  I  oz. 

10.  A  photograph  weighing  3  oz. 

11.  A  package  of  letter  paper  weighing  10  oz. 

12.  A  small  bottle  of  ink  weighing  3  oz. 

13.  A  letter  to  a  foreign  country  weighing  1\  oz. 

14.  A  parcel  of  merchandise  weighing  4^  pounds  within  the  2d  zone. 

15.  A  box  of  toilet  articles  weighing  16  pounds  within  the  1st  zone. 


PART  FOUR 

THE  MORNING  MAIL 

±HE  morning  mail  represents  but  a  small  part  of  the  in- 
coming mail  of  the  firm  for  which  you  must  now  suppose 
yourself  to  be  head  stenographer.  The  answers  to  many  of 
the  incoming  letters  would,  of  course,  be  dictated  to  the 
stenographer;  but  the  letters  here  given  are  handed  to  you 
to  be  answered.  A  few  general  instructions  are  given  with 
each  letter,  which  will  determine  the  nature  of  the  answer; 
but  composition,  tone,  and  quality  are  left  to  you. 

This  work  may  be  divided  into  lessons  as  the  teacher  wishes.  It  is  a 
good  review  exercise.  A  group  of  these  letters  will  make  an  excellent  ex- 
amination. I 


106  THE  BUSINESS  LETTER 

Monday,  June  1,  191-.  —  No.  1. 


THE  OFFICE  WORKER 

78  WEST  17TH  STREET 


NEW  YORK  CITY,  May  29,    I9l-. 

Messrs.  Stone  &  Company, 

85  Summer  St . , 

Boston,  Mass. 
Gentlemen: 

Your  office  force 

Can  be  kept  in  touch  with  the  latest  and  best  in  office 
methods 

By  putting  THE  OFFICE  WORKER  —  our  new  monthly  magazine 
for  office  people  —  into  the  hands  of  each  member  of  the 
staff,  as  it  comes  from  the  press. 

Each  issue  is  full  of  live  articles  and  helpful  experi- 
ences which  cannot  fail  to  stimulate  interest  and  enthusiasm 
in  this  kind  of  work.   The  magazine  is  brim  full  of  time- 
saving  plans  which  will  cut  expenses  and  promote  greater 
efficiency. 

The  regular  price  is  SI  a  year;  but  we  are  making  a 
special  offer,  for  a  limited  time,  of  just  one  half  price- 
50  cents  —  in  clubs  of  10  or  more.   You  cannot  make  a  better 
investment  than  to  put  each  member  of  your  office  force  on 
our  subscription  list  for  a  year.   And  this  is  really  no  ex- 
pense to  you,  as  the  50  cents  each,  which  you  pay,  will  come 
back  to  you  many  times  over  before  one  half  the  12  issues 
have  been  read. 

So  sign  the  enclosed  card  and  mail  to-day. 

Yours  truly. 

Manager  Subscription  Dep't. 


1 


Prepare  a  card  suitable  for  sending  with  this  letter,  then  fill  in  and  sign 
for  your  firm.   Order  30  copies. 


THE   MORNING   MAIL  107 

Monday,  June  1,  191-.  —  No.  2. 


A.  B.  ALLEN 
General  House  Furnishings 


281  Broad  St., 

Albany,  N.  Y.,  May  29,  19l- 

Messrs.    Stone  &  Co., 
85  Summer  St . , 

Boston,    Mass, 
Gentlemen: — 

Please  send  me  your  catalogue  of  lamps. 
I  am  particularly  interested  in  a  drop  lamp 
equipped  for  gas. 

Yours   truly, 

Ct.    13.    OlboTU. 
A/C.S. 


Write,  saying  that  you  are  mailing  him  a  catalogue.  Mention  the 
page  upon  which  the  drop  lamps  are  described,  and  try  to  deepen  his  in- 
terest in  these  lamps. 

Use  your  best  salesmanship  in  writing  this  letter. 


108  THE  BUSINESS  LETTER 

Monday,  June  1,  19 1-.  —  No.  3. 


BAHAR    BROS. 

IMPORTERS 


248  Nassau   St . , 

New  York  City,  May  28,  191-. 
Messrs.  Stone  &  Co., 
85  Summer  St. , 
Boston,  Mass. 

Gentlemen: 

The  enclosed  bill  is  a  duplicate  of  the  one  sent 
you  two  weeks  ago.  The  matter  of  payment  was  probably 
overlooked  by  you  at  that  time. 

Our  salesman  will  call  on  you  some  day  next  week 
with  an  unusually  attractive  line  of  men's  neckwear.   We 
are  confident  that  you  will  place  a  large  order  for  these 
goods. 

Yours  truly, 

Bahar  Bros. 

per  rrb. 
AM/HS 


Send  a  check.  Mention  the  amount  of  the  check  and  give  the  date  of  the 
bill  you  are  paying. 


THE   MORNING   MAIL  109 

Monday,  June  1,  191-.  —  No.  4. 


C.  A.  DUNBAR,  F^]^^EAR 


BOX  248. 

ATTLEBORO.  MASS..  May  29.  191- 

Messrs.  Stone  &  Co., 
85  Summer  St . , 

Boston,  Mass. 
Gentlemen, 

Please  send  me  a  statement  of  my  account, 
giving  detailed  items  for  May  12th  and  21st. 
Yours  truly, 

C.  A.  Dunbar, 
per  (L_ 


Write,  enclosing  a  statement.  Your  letter  will,  naturally,  be  brief.  Some 
houses  would  send  the  statement  without  enclosing  a  letter;  but  when  the 
letter  is  written  you  will  have  a  record  of  the  sending  in  your  files. 


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THE   MORNING   MAIL  111 

Monday,  June  1,  191-  —  No.  6. 


OFFICE    OF 

GENERAL  SALES  MANAGER 
THE   DUNN  MANUFACTURING  COMPANY 


MENOMINEE,  MICH.,  May   28.    1  9l- 

Messrs.  Stone  &  Co., 

Boston,  Mass. 
Gentlemen, — 

We  have  your  order  No.  3195,  dated  May  24th,  calling 
for  one  gross  of  folding  doll  carts.  No.  100,  same  as 
those  shipped  you  October  4,  1913. 

We  regret  to  say  that  we  have  not  one  of  these  carts 
in  stock,  having  sold  out  just  before  the  Holidays.  Our 
191-  corresponding  pattern  will  not  be  made  up  for  some 
sixty  or  ninety  days  yet,  and  we  therefore  ask  if  you 
want  us  to  hold  your  order  until  then,  and  ship  when  the 
carts  are  made  up. 

Yours  very  truly. 

The  Dunn  Mfg.    Co. 

By  L.  e.  a. 

Sales  Department 
LEA 
4/28 


Answer  this. 


112  THE   BUSINESS   LETTER 

Tuesday,  June  2,  19 1-.  —  No.  1. 


Form  F.  412. 

ne  New  Tort,  New  Hayen  and  HartforiEailroai  Co. 

FREIGHT  DEPARTMENT 

,...<??S=i<^:^^^  Station 

_.i^/^^<rr1frr-''?^^ 


../T.. 191 

The  foUowing  freight  has  been  received  at  this 
station  consigned  to  you  from ,. 


All  freight  received  over  this  Company's  rails  and 
unloaded  in  the  freight  houses  or  otherwise  held  in 
storage  while  on  the  premises  of  the  Company,  wilL 
be  held  at  owner's  risk  of  loss  and  damage,  subject 
to  charges  for  storage  in  accordance  with  the  pub- 
lished tariffs. 


J. 


...-i^^p^rrr::^^ 


^^ 


Pro.  No.CJ^^..^.^<rx:!harges,    %/.I^..:<L.,>^ 

Bring  tlis  notice  wiOiDill-of-lailingfliencalliiigforconsiiMenl 

Make  checks  payable  to  the  order  of  The  Kew 
York,  New  H^ijren  and  Hartford  Railroad  Company, 


AGENT. 


The  bill  of  lading  for  this  car  came  several  days  ago.  You  will  now  write 
to  the  City  Transfer  Co.,  239  Commercial  St.,  enclosing  a  check  in  their 
favor  for  the  freight.  Also  enclose  this  notice  and  the  B/L  properly  endorsed 
and  ask  them  to  deliver  these  goods  to  you. 


THE   MORNING   MAIL  113 

Tuesday,  June  2,  19 1-.  —  No.  2. 


Sharon.    Mass.,    May  31.    191- 
Messrs.    Stone  &  Co., 

Boston,    Mass. 
Gentlemen: — 

Owing   to  an  accident  which  kept  me  from  my  usual 
employment   for   three  weeks.    May  4th  to  May  25th,    I  shall 
not  be  able   to  settle  my  account   on  the  first   of   the 
month. 

Will  you  please   extend  my  time  for   two  weeks,    at 
which   time   I   shall   be   able   to   pay,    as   I   am  now  working. 

Yours   truly, 

B.  id.  S-nxurufey. 


This  customer  has  always  been  prompt,  and  you  can  safely  grant  his 
request.  In  answering  this,  the  writer  should  guard  against  either  patroniz- 
ing or  saying  anything  that  has  the  slightest  suggestion  of  a  sting  in  it. 
When  you  have  the  right  spirit  toward  those  to  whom  you  write,  your 
letters  are  sure  to  show  it. 


114  THE   BUSINESS   LETTER 

Tuesday,  June  2,  191-  —  No.  3. 


BRi^jsrcBEB  1   Chicago,  Dbusivhjr.   New  Ori^eans 

THE  NATIONAL   TRADING   COMPANY 

981    BROAD   ST.,   NEAV  YORK 
Order  No.     3842 . 
Shipped  Via       N.     Y.     N.     H.     &    H.     R.     R.                                              June    1,     191-. 

SOT.n  TO     Messrs.    Stone  &  Company, 
Boston,    Mass. 

TERMS:   CASH  SO  DAYS:   2%  DISCOUNT  5   DAYS 

45  bbl.    York  Imperial  Apples  S2.25 
36      "        Fall  Russet            "            2.40 
12      "           "       Rambo              "            2.50 
27  baskets  Bartlett   Pears             .55 
Freight  prepaid 

101 
86 
30 
14 

25 
40 
00 
85 

232 

7 

50 
50 

240 

00 

I 


« 


I 


Pay  this  bill.    Note  the  terms  before  stating  the  amount  of  the  check. 


I 


THE   MORNING   MAIL 

Tuesday,  June  2,  19 1-.  —  No.  4. 


115 


Surplus 

200,000 


fatmm'  exc^m^t  I3an6 


HOME  BANK  BUILDING 


Interest  paid 
on  deposits 


St.  Louis,  Mo.,  May  31,   igi-. 

Messrs.  Stone  &  Company, 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen: — 

Mr.  H.  A.  Hawkins,  who  was  formerly  in  your  employ 
and  who  is  now  starting  in  business  for  himself,  has 
given  your  name  as  reference. 

Any  information  you  can  give  me  about  his  business 
ability,  his  promptness  in  collections,  etc.,  will  be 
held  in  confidence  and  much  appreciated  by  me. 


Yours  truly. 

Cashier,  Farmers'  Exchange  Bank, 


A-E.H. 


Mr.  Hawkins  was  superintendent  of  your  grocery  department  for  ten 
years.  He  built  up  the  department,  is  a  good  business  man,  and  there  is 
every  reason  to  believe  that  he  will  be  successful  in  a  business  of  his  own. 
Write  Mr.  Anderson  about  Mr.  Hawkins. 


116  THE  BUSINESS  LETTER 

Tuesday,  June  2,  191-  —  No.  5. 


EMPIRE  PLATE  &  WINDOW  GLASS  CO. 
IMPORTERS 


French 

Window  & 

Picture  Glass 


20-22  Canal  Street 


American 
Window  Glass 
French  Mirrors 


BOSTON,. 


June  1, 


191- 


Messrs.  Stone  &  Co., 
85  Summer  St. , 

Boston,  Mass. 

Gentlemen: — 

We  can  arrange  to  set  the  plate  glass  for  your  new 
window,  about  which  you  wrote  us  yesterday,  any  day  next 
week.   If  you  have  any  preference  as  to  the  day  it  is 
done,  please  let  us  know,  one  day  in  advance. 

Yours  truly. 


Empire  Plate  &  Window  Glass  Co. 


By- 


ViX    C.  Ynxvn/yv 


.Director 


Die,    W.C.M. 


State  when  you  want  the  work  done  and  why  you  prefer  that  time.  This 
will  be  much  more  effective  than  to  ask  to  have  it  done  "at  once." 


THE   MORNING  MAIL  117 

Tuesday,  June  %  19 1-.  —  No.  6. 


H.  I.  JAMES 
BUII.D£;RS'  hardvitare 

Rock,  Conn.,  June  1,  191-. 

Messrs.  Stone  &  Co., 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen: — 

I  am  returning  the  enclosed  bill  which  belongs  to  Mr. 
Smith  instead  of  me. 

I  notice  that  you  billed  handsaws  and  hammers  to  him 
at  a  price  about  10%  lower  than  you  sold  the  same  goods  to 
me  on  the  same  date.   It  seems  from  this  that  you  have  one 
price  for  one  customer  and  another  price  for  another. 

This,  !•  think,  is  unfair,  and  I  demand  a  refund  of 
10%  on  all  the  business  done  with  you  in  hammers  and  saws 
during  the  past  year. 


Yours  truly, 


Explain  to  Mr.  James  that  when  you  sell  in  large  quantities  you  are 
able  to  make  better  prices.  The  bill  to  which  he  refers  (which  was  sent 
to  him  by  mistake)  is  for  a  much  larger  quahtity  than  that  sold  to  Mr. 
James  at  any  time  during  the  year.  This  accounts  for  the  difference  in 
price.  Assure  him  that,  were  he  to  buy  in  similar  quantities,  you 
would  gladly  quote  him  (an  old  customer)  equally  low  prices.  Under  the 
present  circumstances  you  cannot  accede  to  his  demand.  Avoid  giving 
offense. 


118  THE  BUSINESS  LETTER 

Wednesday,  June  3,  191-.  —  No.  1. 


H.  A.  Pelton 
65  Winter  St. 


Middleboro,  Mass.,  June  2,  191-. 

Messrs.  Stone  &  Co., 
85  Summer  St . , 
Boston,  Mass. 

Gentlemen, — 

The  debtor,  Mr.  C.  K.  Blank,  has  removed  from  the 
Commonwealth,  but  we  feel  that  we  can  locate  him  and 
collect  the  claim  through  other  parties.   This  will  en- 
tail some  expense;  and  if  you  will  allow  us  fifty  per 
cent,  in  the  event  of  collection,  we  shall  be  pleased 
to  take  up  the  claim.   The  debtor  is  in  poor  financial 
circumstances  and  does  not  pay  accounts  until  forced, 
but  we  will  make  every  effort  to  effect  a  collection- 
Do  you  wish  us  to  undertake  collection  on  these 
terms? 


Very  truly  yours, 

31.  a.  PtXtcvw. 


This  is  a  letter  from  a  lawyer  to  whom  you  have  written  concerning  col- 
lection of  the  account  which  Mr.  Blank  owes  you. 

Your  firm  considers  this  a  large  percentage  to  pay  for  collection  and  has 
instructed  you  to  prepare  a  3-letter  series  for  use  in  collecting  overdue 
accounts.  First  write  Mr.  Pelton,  asking  him  to  defer  action  in  this  matter 
until  he  hears  from  you;  then  write  the  collection  letters. 


THE   MORNING   MAIL 

Wednesday,  June  3,  19 1-.  —  No.  2. 


119 


Ci^e  Eo^al  31nsiiirance  Compani? 

120  STATE  STREET.  BOSTON,  MASS. 

June    1,    191- 


The Yearly  Premium  on  Policy 

No  "^^-X-^rv^will  be  due  J*?  -.Mo.//--i9/3 
JTemium       .    $//SZ   «^ —     Addition  Offered 


Less  Reduction 


Amount  Due      $_^ 


PLEASE    RETURN  THIS  NOTICE  WITH   THE  PREMIUM  TO 


PLEASE    ADVISE   ANY   CHANGE    OF    ADDRESS 


Messrs.  Stone  &  Co., 
85  Summer  St . , 

Boston,  Mass. 


Send  a  check  for  this  amount.  Tell  the  Company  that  you  want  to  con- 
sider an  increase  in  fire  protection  beginning  July  1st,  as  you  are  opening 
a  new  department  on  that  date;  and  that  you  wish  to  see  a  representative 
of  the  Company  before  that  date. 


120  THE  BUSINESS  LETTER 

Wednesday,  June  3,  191-.  —  No.  3. 


251   Front   St.  . 

Worcester,    Mass.,    June  2,    191- 


1 


Messrs.  Stone  &  Co. , 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen: — 

Please  send  me  by  parcel  post,  C.  0.  D, : 

2  doz.  pairs  ladies"  dark  tan,  kid,  3-clasp  gloves 
in  sizes  from  5  to  8  1/2. 

Please  send  these  on  Friday  morning  so  that  we 
may  have  them  for  the  Saturday  trade. 

Yours  truly, 

C.  A.  Brown  &  Co. 

?-■ 


Thank  them  for  the  order  and  assure  them  that  the  gloves  will  be  mailed 
on  or  before  Friday  morning,  as  they  request.  You  might  add  a  little  sales 
talk  about  some  related  line  of  goods.  Almost  every  letter  offers  an  op- 
portunity for  salesmanship  in  some  form. 


THE   MORNING   MAIL 

Wednesday,  June  3,  19 1-.  —  No.  4. 


121 


STATEMENT 

Folio        93 

IVfessrs.    St 

one  &  Co. , 

June   1 

I9i- 

85  Summer   St . , 

Boston,    Mass. 

"  ^^^^H^  H.  F.  ADAMS  &  CO. 

246  MAIN  STREET,  CHICAGO,  ILL. 

May 

1 

Balance   rendered 

647 

50 

10 

To   Mdse. 

125 

00 

19 

To  Mdse. 

243 

50 

1016 

00 

Cr. 

May 

15 

By   Cash 

800 

00 

216 

00 

1 

Send  a  check  in  full. 


122  '  THE  BUSINESS  LETTER 

Wednesday,  June  3,  191-.  —  No.  5. 


J)iano0,  piano  JJIaperc  ^triaff  fnfitrumentd 

100  Tremont  St. . 

Boston,  Mass.,  June  3,  191-. 

Messrs.  Stone  &  Co., 
85  Summer  St . , 
City. 

Gentlemen: — 

Miss  Millie  Longwell  has  applied  to  us 
for  a  position  as  stenographer  and  has  re- 
ferred us   to  you. 

Is  she  neat  and  accurate  in  her  work, 
as  well  as  careful  and  trustworthy  in  the 
use  of   time  during  office  hours? 


Yours  truly. 


KENT  BROS, 
per  JQ,. 


L/BP 


Miss  Longwell  was  Mr.  Stone's  secretary  for  a  number  of  years  and 
gave  entire  satisfaction.  Mr.  Stone  speaks  highly  of  her  work  and  in- 
structs you  to  say  to  Kent  Bros.,  for  him,  that  he  can  heartily  recommend 
Miss  Longwell  on  the  points  mentioned  in  their  letter. 


THE  MORNING    MAIL  J23 

Wednesday,  June  3,  191-.  —  No.  6. 


Avon.  Mass.,  June  2,  191-. 

Messrs.  Stone  &  Co., 
85  Summer  St . , 

Boston,  Mass.  * 

Gentlemen, 

I  am  planning  to  spend  a  part  of  my 
vacation  in  Detroit  and  should  like  to 
have,  if  convenient,  a  letter  of  intro- 
duction to  Mr.  J.  A.  Sedgwick,  with  whom 
one  member  of  the  firm  is  acquainted,  I 
believe. 

Yours  truly. 


Mr.  Mason  is  credit  man  for  your  firm.  Write  this  letter  of  introduction 
for  Mr.  Stone,  who  has  a  personal  acquaintance  with  Mr.  Sedgwick. 


124  THE  BUSINESS  LETTER 

Thursday,  June  4,  19 1-.  —  No.  1. 


Baltimore.  Md.,  pi^ir-J,    i9L*,  No.  /"/f. 

OTTOMAN  NATIONAL  BANK 

Pay  to  ^i^JtAnp,  If^  (InmixnyrLu  ^ ~x--^   OR  Order  $  SO ^ 


jk. 


-w.-.^ ^ — ^^    Dollars 


Messrs.  Stone  &  Company, 
85k  Summer  St. , 

Boston,  Mass. 

Gentlemen, 

The  enclosed  check  for  S50 . 50  is  in 
settlement  of  our  account,  as  shown  by 
your  June  first  statement. 

Yours  truly, 

C.  E.  Waters  &  Co. 

e.ja. 

Enclosure  1 
ED/MS 


Acknowledge  this. 


THE  MORNING  MAIL  125 

Thursday,  June  4,  191-.  —  No.  2. 


365  Common  St . , 

Concord,  N.  H. ,  June  2.  191- 

Messrs.  Stone  &  Co., 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen: — 

Please  send  me  by  freight  on  60  days 
time: 

25  Belmont  Magee  ranges  No.  88  with 
hot  water  coils. 


Yours  truly. 


This  is  an  old  customer  whose  account  is  badly  overdue.  You  have  al- 
ready written  him  concerning  it,  but  he  has  not  answered.  Hold  this  order 
and  try  to  get  a  settlement  of  the  old  account. 


126  THE  BUSINESS  LETTER 

Thursday,  June  4,  19 1-.  —  No.  3. 


85  Summer  St . , 

Boston,  Mass.,  June  4,  191- 


Gentlemen, 


Although  my  relations  with  you  have  always 
been  pleasant,  yet  for  some  months  I  have  been 
thinking  of  looking  for  an  opening  in  the  West, 
where  I  feel  there  are  better  chances  for  a  man 
to  rise. 

I  can  remain  in  my  present  position  until 
another  man  is  found  to  take  my  place,  but  I 
should  prefer  to  close  up  my  work  here  June 
30th. 

Yours  truly. 


|oK/n^  TbcvViAMXt. 


Messrs.  Stone  &  Co .  , 
85  Summer  St. , 

Boston,  Mass. 


Mr.  Norwell  is  buyer  for  the  Furniture  Department  and  is  a  valuable  • 
man.    Say  that  you  should  regret  losing  him  and  ask  what  inducement 
you  could  offer  that  would  make  him  contented  to  remain  in  the  employ 
of  the  firm. 


I 


THE   MORNING  MAIL  127 

Thursday,  June  4,  191-.  —  No.  4. 


WELDON  WHEEL  CO. 

Makers  of 

Children's  Vehicles,  Reed  Furniture,  Invalids*  Chairs,  Bicycles 

Cleveland,  O 6/2/1- 

File  4-HR 

Messrs.  Stone  &  Co., 
85  Summer  St. , 

Boston,  Mass. 

Dear  Sirs: — 

Your  letter  of  the  14th  has  been  delayed  because  of 
the  writer's  absence  on  a  business  trip,  and  we  must 
apologize  for  not  acknowledging  same  sooner. 

This  complaint  in  connection  with  the  rubber  tires 
used  on  our  invalids'  chairs  is  unusual,  and  something 
which  we  do  not  understand;  and  as  these  tires  are  made 
out  of  the  best  rubber,  and  are  guaranteed  absolutely, 
we  would  be  interested  to  see  these  tires,  and  ask  you 
to  return  them  by  freight  for  inspection;  at  the  same 
time  please  advise  to  what  expense  you  have  been  put  on 
this  account. 

Yours  truly, 

WELDON  WHEEL  CO. 

Ji.  R. 

Die.    HR 


Say  that  you  are  returning  the  tires.  Your  expense  on  this  account  is 
$2.60. 


128  THE  BUSINESS  LETTER 

Thursday,  June  4,  191-.  —  No.  5. 


Gx*si>xs.ol  lRa.picl.S9  IM[xcl>.i^sk.ja. 
28-28  ]Vl£t.in   StiPee^ 


June   1,    191-. 

Messrs.  Stone  &  Co., 

85  Summer  St.,  Boston. 

Gentlemen : — 

We  call  your  attention  to  your  account,  S750,  which  is 
somewhat  overdue. 

Will  you  very  kindly  give  this  matter  your  prompt 
consideration?   Should  there  be  any  question  in  regard  to 
it,  won't  you  advise  us  at  once  that  we  may  adjust  it  to 
our  mutual  satisfaction? 

Thanking  you  for  past  business,  we  are 

Very  truly  yours, 

DURLAND  DESK  COMPANY. 

O.  CoaXo. 
E.E. 
HPR 


The  delay  was  due  to  an  oversight.    Send  a  check  and  express  regret 
that  it  should  have  happened. 


THE   MORNING   MAIL  129 

Thursday,  June  4,  191-  —  No.  6. 

NEW  YORK  CHICAGO  TORONTO 


THE  KENYON  BED  CO. 

100  East  42  Street 
New  York  City 


June  2,  191- 
Messrs.  Stone  &  Co., 
8&  Summer  St . , 

Boston,  Mass. 

Gentlemen: 

We  are  in  receipt  of  your  telegram  requesting  us  to  can- 
cel the  order  for  the  #630  divanette.   We  are  very  sorry 
that  so  many  unfortunate  circumstances  arose  in  regard  to 
this  order.   We  recently  found  that  the  bill  was  mislaid  in 
our  office  and  not  mailed  until  some  time  after  shipment 
had  been  made. 

If  your  customer  will  not  accept  the  bed  at  this  date, 
we  will,  of  course,  be  perfectly  willing  that  you  return 
it  to  us  for  credit. 

Yours  truly, 

THE  KENYON  BED  COMPANY, 

rv.  9'oA^A't 

R.F./M.B.  ^^"^"• 

Mc. 


Answer  this,  saying  that  you  are  returning  goods  for  credit. 


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THE   MORNING   MAIL  131 

Friday,  June  5,  19 1-.  —  No.  2. 


125  Jackson  St. , 

Columbus,  Ohio,  June  3,  191- 

Messrs.  Stone  &  Co., 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen: — 

The  special  list  of  country  merchants,  which 
you  ordered  a  few  days  ago,  is  enclosed  with  a  bill 
of  SIO  for  the  same. 

I  have  special  lists  of  merchants  in  nearly  all 
lines  of  business,  and  I  trust  that  the  results 
from  this  trial  list  will  be  so  satisfactory  that 
you  will  order  other  lists. 

Yours  truly. 


P/MP 


Send  a  check  for  this  bill,  then  prepare  a  3-letter  series  of  sales  letters 
for  the  purpose  of  selling  rain  coats. 


132  THE  BUSINESS  LETTER 

Friday,  June  5,  191-.  —  No.  3. 

HENRY  R.  JAMES 

Attorney  at  law 

Chronicle  Bldg.,  Boston 


June  4,  191-. 
Messrs.  Stone  &  Co., 

85  Summer  St . , 

Boston,  Mass. 

Gentlemen: — 

We  had  a  long  conference  with  Albert  Johnson  yesterday 
in  relation  to  his  affairs.   He  has  given  up  selling 
crackers  on  his  own  account  and  wishes  to  sell  these  goods 
on  commission  for  another  dealer.   He  says  that  he  has  used 
but  four  of  the  twelve  cases  making  up  this  account;  and  as 
he  now  has  no  use  for  them,  he  is  willing  to  return  them  to 
you. 

This  young  man  has  a  large  number  of  outstanding  claims 
against  him  and  no  immediate  possibility  of  paying  anything 
on  them;  and  if  you  get  your  goods  back,  you  will  fare  much 
better  than  the  other  creditors.  Johnson  is  quite  ignorant 
and  at  a  loss  to  know  what  he  should  do  about  his  affairs; 
but,  as  he  has  no  property,  suit  on  a  small  claim  would  be 
of  no  advantage.   Kindly  instruct  us  what  course  to  pursue. 


Very  truly  yours. 


^hUyYh^o^  ft.    J^o^oooxXiy. 


Write  to  Mr.  James  that  Mr.  Johnson  may  return  the  eight  cases  of 
crackers,  for  which  you  will  give  him  credit;  but  insist  that  Mr.  James 
make  an  effort  to  collect  the  balance  of  the  account,  provided  he  can  do  so 
without  bringing  suit.  If  it  cannot  be  collected  without  a  suit,  tell  him  to 
drop  the  matter,  as  the  account  is  too  small  to  carry  into  court. 


THE  MORNING  MAIL  133 

Friday,  June  5,  191-.  —  No.  4. 


^tcutitv  iiift  Slnjsurance  Compani? 

673  Lake  St., 

Buffalo.  N.  Y.,  June  3.  191-. 

Re  Hillman  Oldham. 

Messrs.  Stone  &  Co.» 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen. — 

Mr.  Hillman  Oldham,  one  of  your  employees,  was  refused 
insurance  in  this  company  in  1910  because  he  was  at  that 
time  employed  in  electrical  work  with  a  current  up  to  600 
volts.   Will  you  please  inform  us  whether  his  occupation 
at  the  present  time  has  anything  to  do  with  electricity? 

Very  truly  yours. 


L./C. 


Medical  Director, 


His  present  employment  has  nothing  to  do  with  electricity.   Answer  for 
Stone  &  Co. 


134  THE  BUSINESS  LETTER 

Friday,  June  5,  191-.  —  No.  5. 


206  Maple  St., 

Bridgewater,  Mass.,  May  31,  191- 

Messrs,  Stone  &  Co., 
85  Summer  St. , 

Boston,  Mass. 

Gentlemen. 

Please  send  me  by  freight,  on  account,  60  days: 

5  handbags  No.  842. 

3  four-ft.  steamer  trunks,  dark,  . 
double  lock,  iron  bound  corners. 

I  am  confident  that  I  can  do  a  good  business  in 
this  line  of  goods. 


Yours  truly. 


This  is  a  new  customer  asking  for  credit.  He  gives  no  references,  nor  does 
he  refer  to  any  of  the  commercial  agencies  concerning  his  rating. 

After  looking  up  his  financial  standing  in  Bradstreet's,  you  find  that 
he  has  a  low  rating;  it  is,  therefore,  unwise  to  give  him  credit.  Hold  the 
order  and  make  an  effort  to  get  him  to  send  a  check,  upon  receipt  of  which 
you  will  send  the  goods.   This  calls  for  skill  in  letter  writing. 


THE   MORNING   JVIAIL  135 

Friday,  June  5,  19 1-.  —  No.  6. 


125  Maplewood  Ave., 

Newton.  N,  H. ,  June  1,  191- 

Messrs,  Stone  &  Co., 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen, 

Please  allow  me  two  weeks  more  time  on  my 
account. 


Yours  truly, 

c5.  S.  QAx3>5^. 


This  account  is  due  to-day.  You  will  notice  that  no  reason  for  nonpay- 
ment is  given,  nor  is  there  a  basis  for  a  new  promise,  which  he  should  have 
made. 

He  is  known  to  be  a  "spender";  he  buys  freely,  and  should  be  held  as 
a  customer  without  allowing  his  account  to  become  overdue.  You  might 
suggest  some  plan  of  definite  payments  at  specified  times.  Answer  this  as 
you  think  best,  but  don't  oflFend  him. 


136  THE  BUSINESS  LETTER 

Saturday,  June  6,  191-.  —  No.  1. 


RHODES  COMMERCIAL  SCHOOL 

BUTLER  EXCHANGE 
BOSTON.  MASS. 

Mason  Rhodes,  Principal 


June  the  fourth,  191-. 

Messrs.  Stone  &  Company, 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen :- 

You  will,  doubtless,  be  needing  substitute  office  help 
during  July  and  August  to  replace  your  regular  force  while 
on  their  vacation. 

From  among  those  just  graduating  from  our  business  and 
shorthand  departments  we  can  certainly  send  you  just  what 
you  want  for  this  kind  of  work. 

When  in  nee*d  of  either  substitute  or  permanent  office 
help,  just  call  our  Employment  Department,  stating  the 
necessary  qualifications,  and  we  will  send  you  some  one  who 
is  sure  to  give  satisfaction. 

Yours  truly, 

Rhodes   Commercial   School 
Per   R,. 
R/F.F. 


Answer  for  Mr.  Stone,  saying  that  he  will  need  a  young  man  stenographer 
June  15th.    State  the  qualifications  desired. 


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138  THE  BUSINESS  LETTER 

Saturday,  June  6,  19 1-.  —  No.  3. 


HENRY  R.  JAMES 

ATTORNEY  AT  LAW 

Chronicle  Bldg.,  Boston 

M  c.*     o  ^  June  5,  191- , 

Messrs.  Stone  &  Co., 

85  Summer  St . , 

City. 

Dear  Sirs, 

Dr.  Jones  of  Arlington  has  placed  in  our  hands  his  claim 
for  damages  to  his  automobile  from  being  run  into  by  a  pair 
of  horses  driven  by  Geo.  McCarthy,  one  of  your  employees,  on 
May  15th  last,  while  on  Washington  Street  in  Boston. 

As  you  are  conducting  the  business  in  which  Mr.  McCarthy 
was  engaged,  it  would  consequently  appear  that  the  liability, 
if  any,  must  attach  to  you.   From  a  careful  examination  of 
the  accident,  it  appears  to  have  been  caused  by  McCarthy's 
negligence  in  not  caring  for  and  attending  to  his  horses. 
The  a'ctual  expense  that  Dr.  Jones  has  been  caused  is  S58.45, 
paid  for  repairs.   If  settlement  is  made  at  an  early  date. 
Dr.  Jones  will  be  content  with  the  payment  of  his  actual 
damages.   Please  let  me  hear  from  you  at  your  earliest 
convenience. 

Very  truly  yours. 


As  the  employer  is  responsible  for  the  acts  of  his  employees,  while  con- 
sistently engaged  in  the  work  assigned,  Stone  &  Co.  are  ready  to  pay  this 
without  question.   Send  check  to  the  attorney,  Henry  R.  James. 


THE   MORNING   MAIL  139 

Saturday,  June  6,  19 1-.  — No.  4. 


Fitchburg,  Mass.,  June  2,  191_. 

Messrs.  Stone  &  Company, 
85  Summer  St . , 

Boston,  Mass. 

Gentlemen, 

In  the  shipment  received  from  you  last  week  was  a  case 

of  catsup  which  was  quite  badly  damaged;  five  bottles  were 

broken,  and  the  contents  came  in  contact  with  some  of  the 
other  packages,  doing  more  or  less  damage  to  them. 

I  have  taken  the  matter  up  with  the  Railroad  Company, 
and  can  get  no  satisfaction  from  them.   I  find  that  the 
packing  was  not  of  sufficient  strength  to  prevent  breakage 
I,  therefore,  feel  that  your  packing  department  is  respon- 
sible. 

Hoping  to  hear  from  you  soon,  I  remain. 

Yours  truly, 

MY/GS 


This  is  one  of  the  cases  where  it  is  difficult  to  place  responsibility.  The 
fault  may  be  in  your  shipping  department,  or  it  may  be  elsewhere.  Tell 
him  that  you  desire  to  be  fair,  and  that,  if  he  will  state  the  exact  amount 
of  the  damage,  you  will  allow  him  whatever  is  reasonable. 


140  THE  BUSINESS  LETTER 

Saturday,  June  6,  191-  —  No.  5. 


o^ 


VA»  ocean-carrying  marine)  isSawoh  ncaded  lay-the^  ^^<>->. 
(^J_J)I^In  one  yr  we  paid  to  foi^i^n  companies  /    \ 

5169.000,000  for  freight/age.   and  845,000,000  '^    L 

for/fares>*fis  passenger^fand^insurance.      In  the       ^5 


^y 


same  yr  the  country  sent  to  foreign  lands 
over  $600,000,000ja^more  of  goods  than  it  rood    H     \ 
from  thoga  coyntriog;  and  -se*  some^call  this  the  i 
balance  of  trade  in  our  favor.   N  Y.hao  moot  of  v i  * 
the  regular  steamship  lines  between  Eur  and  the 


U  S< 
portJ 


♦^ 


It, receives-  a  larger  proportion  of  44»e  im- 


s.  an^Ais  the  outlet  for  over  one/third  of^ 
1   r   our  dom^estic  exports^/ Bread^/^tuffs,  provi- 

sions,  cotton,  and  petroleum  form(pnefhainabout[ 
of  -the-  exports.   7he  city  has  about  353  mi^water 

/'" ' ^  /^  H~.h^—-t  tt^,  .jf 

front, Cof  which^Jbh^  halfvjnay  be  uood  for   ship- 

a-»t  •■* — f 

ping^^  ?'he  piers  of  Jersey  City^  and  Hoboken,  in 

N  .J.ipractically^arepa  part  of  -N— *  port,  ^ts   /y  J 

ninety  mi  of  pier^may  be  v«*Tr  largely  extended./-^ 

The  foreign  movement  of  the  port,  whieh  is  very 

iQPgei  is  more  than  three  times  the  tonnage  of 

its  nearest  competitor,  which. to  the  aity  tff 


BostonJ  About  fifty  steamers  in  the  foreign 

trade(every  week^leave  the  pory^  >ralf^sail 

*- — ^/^Txr • 

under  the  British  and  a  loco  numbar  under  the 

American  flag. 


Copy  this  rough  draft,  making  the  alterations  indicated. 


THE  MORNING   MAIL  141 

Saturday,  June  6,  191-  —  No.  6. 


WANTED  a  person  with  some  experience  to  take 
charge  of  the  correspondence  in  office  of  depart- 
ment store.  Must  come  well  recommended,  refer- 
ences.   State  salary  expected. 

Address  E-156.    Transcript  Office. 


Apply  for  this  position. 


142  THE  BUSINESS  LETTER 

ADDITIONAL  EXERCISES  IN  LETTER  WRITING 

1.  Your  employer,  a  local  dealer,  has  an  over-supply  of  fresh  butter 
on  hand.  He  has  instructed  you  to  write  to  Messrs.  Heinsheimer  &  Co., 
99  Commercial  St.,  Cleveland,  Ohio,  commission  merchants,  asking  about 
their  market  and  whether  they  can  dispose  of  a  consignment  of  butter  for 
him. 

2.  Write  an  answer  to  the  above. 

3.  Write  a  form  letter  for  Heinsheimer  &  Co.  The  purpose  of  the  letter 
is  to  call  attention  to  their  excellent  facilities  for  disposing  of  food  stuffs 
and  to  solicit  shipments.   Their  terms  are  10  %  on  sales. 

4.  Mr.  Charles  Summers,  agent  for  the  Ralston  Drug  Co.,  has  written 
you,  saying  they  wish  to  start  a  branch  store  in  your  city  and  asking  your 
assistance  in  finding  a  suitable  location.  You,  who  are  a  real  estate  agent, 
have  a  store  to  let.  Write  him  about  it,  giving  such  information  and  de- 
scription as  he  will  wish  to  know. 

5.  Write  to  Thompson  &  Co.,  Bridgewater,  Mass.,  real  estate  agents, 
asking  if  they  have  a  building  suitable  for  manufacturing  purposes.  State 
the  kind  of  factory  desired  and  give  an  idea  of  the  size  required. 

6.  You  wish  to  rent  a  house  for  the  summer.  Write  to  the  above  firm 
about  it. 

7.  As  corresponding  clerk  of  the  law  firm  of  Baker  &  Wells,  which  makes 
a  specialty  of  collections,  write  a  form  letter  soliciting  accounts  for  collec- 
tion. 

8.  Montgomery,  Ward,  &  Co.,  Chicago,  are  to  have  a  special  sale  of 
silks  next  week.  Write  an  announcement  to  be  sent  to  out-of-town  cus- 
tomers. 

9.  Mr.  H.  M.  Page,  the  senior  member  of  the  firm  of  which  you  are  a 
member,  has  retired  from  business.  This,  according  to  law,  dissolves  the 
partnership,  and  you  must  publish  notices  to  that  effect  in  the  papers. 
Write  a  suitable  notice  stating,  among  other  things,  that  all  debts  owed 
by  the  old  firm  will  be  paid  by  the  reorganized  firm  and  that  all  debts 
due  the  old  firm  will  be  collected  by  the  new. 

10.  Write  a  form  letter  to  be  sent  to  out-of-town  customers,  concerning 
the  change  in  partnership  mentioned  in  Ex.  9.  Solicit  a  continuation  of 
business. 


ADDITIONAL   EXERCISES   IN   LETTER   WRITING      143 

11.  Some  days  ago  you  shipped  an  order  of  goods  to  French  Brothers, 
Gary,  Ind.;  but  they  have  not  received  them.  Write  the  Adams  Express 
Company,  by  whom  you  shipped  the  goods,  asking  them  to  trace  them. 
Give  the  necessary  data. 

12.  Write  French  Brothers,  saying  that  you  regret  the  delay,  telling  them 
what  you  have  done.  Request  them  to  wire  you  if  they  do  not  receive  the 
goods  within  48  hours. 

13.  As  stenographer  for  a  law  firm,  write  to  one  of  your  clients,  telling 
him  that  his  case  will  be  heard  two  weeks  from  to-day,  at  10  o'clock,  in  the 
Circuit  Court,  and  requesting  him  to  be  on  time. 

14.  In  the  capacity  of  a  teacher,  write  to  some  prominent  person  in  your 
city,  asking  him  to  donate  a  suitable  picture  for  schoolroom  decoration. 

15.  Send  to  the  Wilson  Manufacturing  Co.,  Dayton,  Ohio,  for  a  cata- 
logue of  oflfice  supplies. 

16.  You  are  about  to  accept  a  responsible  position;  write  to  the  Surety 
Bond  and  Reference  Association,  Buffalo,  N.  Y.,  making  an  application 
for  security.  Tell  them  about  your  experience  and  give  four  or  five  referr 
ences. 

17.  Your  customer  has  settled  his  account,  $269.75,  in  full.  Acknowledge 
receipt  of  this  payment. 

18.  You  ordered  100  Student  fountain  pens;  but  the  company  sent  you 
90  Student  and  10  Foster  pens,  making  no  explanation.  Write  them  about 
it. 

19.  Your  customer  writes  that  you  have  overcharged  him  on  a  bill  of 
cutlery.  He  accuses  you  of  an  attempt  to  cheat  and  declares  that  he  will 
have  nothing  more  to  do  with  your  house.  The  matter  is  due  to  a  mistake 
on  the  part  of  your  bookkeeper.   Write  this  customer. 

20.  A  customer  has  just  sent  you  an  order  for  lamps,  amounting  to  $1200. 
Acknowledge  receipt  of  this  order. 

21.  One  of  your  customers  who  owes  you  $250,  for  which  you  sent  him 
a  statement,  sends  you  but  half  the  amount,  with  no  explanation.  The 
amount  is  already  long  past  due.   Write  to  him  concerning  the  matter. 

22.  Write  a  refusal  to  a  request  for  extension  of  time. 

23.  You  have  $5000  which  you  wish  to  invest  in  real  estate  of  some  kind, 
preferably  a  dwelling  house.  Write  to  the.  cashier  of  the  Farmer's  Bank, 
Omaha,  Nebr.,  asking  whether  he  considers  such  an  investment  in  his  city 
a  good  one. 


144  THE  BUSINESS  LETTER 

24.  Write  a  letter  of  introduction  for  your  credit  man,  who  has  been  in 
your  employ  for  ten  years,  but  who  now  wishes  to  locate  in  Seattle,  Wash- 
ington. 

25.  Write  a  letter  of  recommendation  for  your  stenographer,  who  is  to 
go  with  her  parents  to  Philadelphia. 

26.  Write  to  your  uncle,  for  his  advice  concerning  a  proposed  European 
trip,  telling  him  what  countries  you  wish  to  visit.    Ask  definite  questions. 

27.  Write  to  Thos.  Cook  &  Sons,  492  Washington  St.,  Boston,  Mass., 
about  your  proposed  European  trip.  State  the  cities  you  wish  to  visit, 
how  long  you  wish  to  be  gone,  and  give  preference,  if  any,  as  to  steamship 
lines.  Ask  steamship  rates  and  probable  living  and  traveling  expenses  in 
Europe. 

28.  Write  a  form  letter  calling  a  meeting  of  the  grocers  of  your  city,  to 
discuss  the  question  of  a  half -holiday  for  employees. 

29.  Write  the  Passenger  Department  of  the  N.Y.C.R.R.,  Grand  Central 
Station,  New  York,  asking  for  reduced  rates  for  a  manufacturers'  con- 
vention to  be  held  in  Chicago  next  March.  Give  such  particulars  as  the 
length  of  the  convention,  the  probable  number  who  will  attend,  the  return 
route,  stopovers,  etc. 

30.  Write  to  the  Board  of  Trade  in  your  city,  requesting  that  it  use  its 
influence  with  the  city  Council,  urging  the  improvement  of  the  streets  in 
the  wholesale  district.    Give  suflicient  particulars  for  a  working  basis. 

31.  Write  to  the  Bemis  Typewriter  Co.,  New  York,  soliciting  an  agency 
for  that  typewriter.  State  your  facilities  for  and  your  experience  in  this 
kind  of  work. 

32.  Write  a  sales-letter  series  for  the  sale  of  a  dust-proof  safety  inkwell. 

33.  Outline  by  letter  a  route  in  Ohio  for  your  traveling  salesman. 

34.  Stop  payment  of  a  certain  check  which  you  issued  yesterday.  (We  as- 
sume that  you  are  out  of  town,  thus  necessitating  telegraphing  your  bank.) 

35.  Engage  passage  to  Bremen  by  one  of  the  North  German  Lloyd 
steamers. 

36.  Write  to  Chicago  University,  asking  for  a  scholarship  for  next  year. 
Make  the  facts  fiit  your  own  case. 

37.  You  have  drawn  a  sight  draft  on  Fuller  &  Co.,  Denver,  Col.,  for 
$357.98,  the  balance  of  their  account.   Write  to  them  about  the  matter. 


ADDITIONAL  EXERCISES  IN   LETTER  WRITING      145 

38.  Write  to  the  mayor  of  your  city,  urging  better  street  lighting  on  West 
Elm  St.,  where  several  accidents  have  occurred  recently  which  might  have 
been  avoided  had  there  been  sufficient  light. 

39.  Write  to  the  Superintendent  of  Schools,  calling  his  attention  to  the 
overcrowded  condition  of  the  first  and  second  grade  schools  of  your  city. 

40.  Write  to  the  Superintendent  of  the  Street  Railway  Company  of  your 
city,  asking  for  better  service  during  rush  hours.  Describe  the  present  con- 
dition and  ask  him  to  do  what  he  can  to  better  the  service  in  this  particular. 

41.  Ask  your  employer  for  a  two- weeks  vacation. 

42.  Prepare  a  public  letter  for  jour  newspaper,  urging  the  need  of  a  li- 
brary in  the  High  School. 

43.  Solicit  funds  for  a  hospital  which  is  soon  to  be  started  in  your  city. 

44.  Announce  a  special  sale  of  gloves.  This  is  a  form  letter  to  be  sent  to 
out-of-town  customers. 

45.  Write  a  three-letter  series  for  making  collections. 

46.  Write  a  letter  of  introduction  for  one  of  your  sales  people  in  the 
Jewelry  Department. 

47.  Write  a  letter  of  recommendation  for  Edward  Jackson,  whom  you 
have  known  for  six  years  and  who  is  just  graduating  from  the  Commercial 
course  of  the  High  School. 

48.  Telegraph  to  First  National  Bank,  Toledo,  Ohio,  stopping  payment 
on  a  check  for  $95,  which  you  have  given  to  Raymond  Wells. 

Answer  each  of  the  following  advertisements :  — 

49.  STENOGRAPHER  —  YOUNG    MAN,   RAPID    AND 

accurate;  touch  operator;  Underwood  machine;  fine 
opportunity  for  advancement;  salary  $15  per  wk. 
to  start;  in  reply  state  age,  experience,  and  refer- 
ences.  Address  D  P  230.   Tribune. 

50.  STENOGRAPHER  —  STATE  EXPERIENCE, 
salary  wanted,  speed;  South  Side  concern.  This 
position  will  be  more  than  just  taking  dictation  and 
transcribing  for  the  one  that  makes  good.  Address 
F  P  290,  Tribune. 

51.  BOOKKEEPING  AND  GENERAL  OFFICE  WORK 
—  Neat  young  woman;  wages  beginning  at  $10  per 
week.  State  experience,  if  any.  Address  E  291, 
Tribune. 

52.  BOOKKEEPER  —  WITH  SOME  KNOWLEDGE  OF 
typewriting,  salary  $12  per  week.  Apply  at  once. 
Room  1602,  105  S  La  Salle  St. 

53.  Write  to  your  teacher,  asking  if  you  may  use  his  name  as  reference 
in  applying  for  a  position. 


PART  FIVE 

THE  FILING   OF   LETTERS  AND  PAPERS 

jLHE  diagram  on  the  opposite  page  shows  the  number  and 
nature  of  the  letters  necessary  in  doing  so  simple  a  thing  as 
making  a  sale  by  correspondence.  This  routine  is  repeated 
many  times  daily  in  houses  doing  business  by  mail.  Any 
letter  among  the  thousands  that  thus  accumulate  may  be 
needed  at  any  time.  It  is  therefore  necessary  that  each  letter 
received,  and  a  copy  of  its  answer,  be  so  filed  that  it  can  be 
found  instantly. 

X  ORMERLY,  copies  of  all  out-going  letters  were  made 
with  the  letter  press  in  a  "letter-book."  This  custom  had  the 
disadvantage  of  not  keeping  together  the  letter  and  its 
answer.  Most  houses  now  make  a  carbon  copy  of  each  out- 
going letter  and  attach  this  copy  to  the  letter  to  which  it  is 
the  answer.  The  incoming  letter  and  its  answer  are  then 
filed  away  together. 

The  most  important  methods  of  filing  are:  — 

(1)  By  name. 

(2)  By  locality  (geographically). 

(3)  By  subject. 

Methods  may  differ  in  detail,  but  they  are  all  modifica- 
tions or  combinations  of  these  three. 

X  HE  simplest  method  of  filing  by  name  (name  of  the  writer 
of  the  in-coming  letter)  uses  the  flat  file. 

This  is  usually  a  box  about  11  inches  by  14  inches  in  size 
with  26  leaves  —  one  for  each  letter  in  the  alphabet.  The 
letter  with  its  answer  is  filed  under  the  initial  letter  of  the 


THE  HOUSE 

THE  CUSTOMER 

TO  THE 
CUSTOMER 


TO  THE 
CUSTOMER 


TO  THE 
CUSTOMER 


TO  THE 
CUSTOMER 


SPECJAL 


ANNOUNCEMENT 
REQ.UeST   FOR 


CATALOGUE 
LETTER    SENT 


WITH     CATALOGUE 
REQUEST  FOR 


TERMS  *"  PRICES 
QUOTATIONS 


SENT 
ORDER 


ACKNOWLEDGMENT 


OF    ORDER 


TO  THE 
HOUSE 


TO  THE 
HOUSE 


TO  THE 
HOUSE 


TO  THE 
CUSTOMER 


TO  THE 
CUSTOMER 


LETTER  WITH 


BILL    OF  LADING 
COMPLAINT 


ADJUSTMENT  OF 


COMPLAINT 


TO  THE 
HOUSE 


TO  THE 
CUSTOMER 


TO  THE 
CUSTOMER 


BILL  SENT 


BILL  PAID 


ACKNOWLEDGMENT 


OF  PAYMENT 


TO  THE 
HOUSE 


CORRESPONDENCE  NECESSARY  IN  A  SALE  BY  LETTER 


148 


THE  BUSINESS  LETTER 


correspondent's  surname.    (See  illustration  below.)    For  ex- 
ample, a  letter  from  A.  C.  Brown  would  be  filed  under  the 


THE   FLAT   FILE 


letter  B,  and  a  letter  from  Anderson,  Brown  &  Company 
would  be  placed  under  A  in  the  file. 

In  using  the  Shannon  system,  the  letter  or  paper  is  punched 


THE   SHANNON   FILE 


so  that  it  may  be  slipped  on  the  posts  and  thus  held  in  posi- 
tion, as  shown  in  the  illustration.  Suppose  a  letter  from  the 


THE   FILING   OF  LETTERS   AND   PAPERS 


149 


Empire  Shoe  Company  is  to  be  filed;  all  the  papers  and  the 
guides  down  to  the  letter  E  are  turned  back,  leaving  the  E  on 
top.  The  clasps  are  removed  from  the  posts,  the  letter  is 
placed  in  position,  and  the  papers  and  guides  are  returned 
to  their  original  positions. 

The  vertical  file,  in  which  the  papers  and  letters  are  kept 

on  edge  instead  of  flat,  is  now  being  widely  used  and  is 

gradually  displacing  all  other 

filing  devices.    It  is  known 

also  as  the  "Large  Drawer" 

system,  from  the  fact  that 

the    large    drawer    of    the 

desk  was  first  used  for  this 

method  of  filing. 

A  folder  (see  illustration 
below)  about  the  size  of  a 
sheet  of  letter  paper  is  pro- 
vided for  each  correspond- 
ent, into  which  is  put  all  the 
correspondence  with  him.    All  letters  and  answers,  the  out- 
going letter  being  always  represented  by  a  carbon  copy,  are 
thus    kept    to- 
gether and  are 
in     shape     for 
ready  reference. 


LARGE   DRAWER       FOR  FILING 


FOLDERS 


SECTION   OF   A   FILE 


In  this  way  the  correspondence  with  one  correspondent  is 
kept  separate  from  that  with  any  other. 


150 


THE  BUSINESS  LETTER 


This  folder,  containing  the  correspondence,  is  filed  behind 
its  proper  letter  in  the  guides,  as  is  the  case  with  the  flat  files. 
For  example,  the  folder  containing  the  correspondence  with 
The  Jordan  Marsh  Company  would  be  filed  behind  the  guide 
card  "J"  in  the  deep  drawer  or  the  filing  cabinet. 


SUBDIVIDED   GUIDE   CARDS 


The  alphabetical  guide  cards  may  be  subdivided  to  facili- 
tate easy  reference.    (See  illustration.) 

Should  the  correspondence  with  any  firm  be  unusually 
large,  the  contents  of  the  folder  may  be  subdivided  by  months, 
by  the  insertion  of  monthly  guide  cards  into  the  folder. 

As  the  bulk  of  the  correspondence  increases,  additional 
files  or  cabinets  may  be  added,  thus  providing  for  almost 
unlimited  expansion.  When  the  files  are  filled,  the  contents 
are  transferred  to  the  permanent  files,  where  they  are  kept 
for  from  two  to  five  years  before  being  destroyed. 

XHE  numerical  system  of  filing,  in  which  each  correspond- 
ent is  assigned  a  number,  is  sometimes  used,  especially 
where  the  bulk  of  the  correspondence  is  large.  The  folders 
are  numbered  and  filed  numerically.  This  necessitates  an 
alphabetical  card  index,  each  correspondent  having  a  card 
bearing  his  name  and  address  as  well  as  his  file  number.  When 
a  letter  is  needed,  reference  must  be  made  to  the  alphabetical 


J 


THE   FILING   OF   LETTERS  AND  PAPERS 


151 


file  to  find  the  number  of  the  folder,  which  can  then  be  found 
in  the  numerical  file.  For  example,  we  wish  to  refer  to  a  letter 
from  Howe  &  Johnson.  We  turn  to  H  in  the  card  index 
(alphabetically  arranged)  and  find  Howe  &  Johnson's  card 
and  see  that  their  file  number  is,  say,  3008.  We  then  turn  to 
3008  in  the  numerical  file  and  instantly  find  the  folder  con- 
taining the  desired  letter. 

The  numerical  file  is  the  same  as  the  alphabetical  file  except 
that  the  guide  cards  are  numbered  instead  of  lettered. 

X ILING  by  location  necessitates  guide  cards  with  the 
names  of  the  states  (or  foreign  countries)  printed  upon  them. 


F^mIcisc^ 


"mobu 


===r^ 

,^===n 

li 

li 

^g 

!• 

ill 

'iirji 

ii 

r^^ ^ 

Oi^ZZ^ 

ll|l 

i; 
1 

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]  1' 

FILING  BY  LOCATION 


With  these  there  must  be  guides  bearing  the  names  of  the 
cities  in  which  your  correspondents  live.  These  are  placed 
alphabetically  under  the  states  in  which  they  belong.  When 
there  are  a  number  of  correspondents  from  the  same  city, 
their  folders  are  arranged  alphabetically  under  that  city.  This 
gives  an  alphabetical  arrangement  for  the  states  and  the 
cities  in  each  of  the  states,  as  well  as  for  the  correspondents. 


152 


THE  BUSINESS  LETTER 


For  example,  to  find  a  letter  from  Frazier  Brothers,  St.  Louis, 
Mo.,  we  turn  to  the  section  marked  "Missouri,"  then  to  its 
subdivision  marked  "S,"  under  which  "St.  Louis"  will  be 
found;  then  under  "F"  in  the  "St.  Louis"  division  we  will 
find  the  Frazier  Brothers  correspondence. 

Jb  ILING  by  subject  is  used  when  the  subject  treated  is 
of  more  importance  than  the  name  of  the  writer.  The  prin- 
cipal guide  cards  are  marked  according  to  the  subjects  about 


BUT   ONE   SECTION   OF   THE 
FILE 


IT    CAN   BE   EXPANDED   TO   ANY 
SIZE 


which  the  information  is  to  be  kept.  Letters  and  circulars 
bearing  upon  a  given  subject  are  filed  together,  regardless  of 
the  names  of  the  senders.  With  this  must  be  used  an  alpha- 
betical card  index  of  the  correspondents,  to  indicate  the  lo- 
cation of  each  letter. 


APPENDIX 


GLOSSARY  OF  BUSINESS  TERMS  AND   EXPRESSIONS 

Note. — This  list  does  not  include  the  very  common  terms  generally  understood, 
nor  terms  so  uncommon  as  to  be  accounted  strictly  "  technical." 


Abstract.  An  abridgment  or  synopsis. 

Abstract  of  title.  A  summary  of  the 
evidences  of  ownership. 

Acceptance.  A  draft,  the  payment  of 
which  has  been  promised  by  the  one 
on  whom  it  is  drawn.  This  is  indi- 
cated by  the  word  "Accepted"  or 
"Good"  and  the  signature  of  the 
drawee,  written  on  the  face  of  the 
draft. 

Accommodation  paper.  A  loan  of  credit 
by  the  exchange  of  notes;  a  note 
given  to  accommodate  or  to  facilitate 
credit. 

Account  current.  An  open  or  running 
account;  a  detailed  statement  of  the 
items  composing  it. 

Account  sales.  An  itemized  statement 
of  sales  and  expenses,  rendered  by  a 
commission  merchant. 

Accrued.  Accumulated,  as  interest. 

Acknowledgment.  A  declaration  made 
before  a  notary  public  or  other  quali- 
fied officer;  also,  the  officer's  certificate 
attesting  such  declaration. 

Administrator.  A  man  who  cares  for 
and  settles  the  estate  of  one  who 
died  without  having  made  a  will. 

Administratrix.  Feminine  of  adminis- 
trator. 

Adverse  possession.  The  holding  of 
property  by  some  one  other  than  the 
lawful  owner. 

Affidavit.  A  written  statement  made 
under  oath. 


Against     documents.        See      Draw 

AGAINST    DOCUMENTS. 

Agent.  One  who  acts  for  another  by 

authority  from  him. 
A  I.  Of  first  grade  or  quality. 
Assignee.  One  to   whom  property  is 

transferred   for   the   benefit   of   the 

creditors. 
Assignment.  The  transfer  of  property 

to  the  assignee  for  the  benefit  of  the 

creditors. 
At  sight.    Payable  when  presented  or 

seen   (usually  referring  to  the  time 

of  payment  of  drafts). 
Attachment.  A  seizure  of  property  by 

legal  process. 
Attorney.  One  (not  necessarily  a  law- 
yer) authorized  to  act  for,  or  in  place 

of,  another. 
Audit.  The    examination    of    the    ac- 
counts of  a  business  by  an  accountant 

or  auditor. 
Auditor.  One    appointed    to    examine 

accounts. 

Bankrupt.  Unable  to  pay,  or  legally 
discharged  from  paying. 

Bear.  One  who  anticipates,  or  works 
for,  lower  prices ;  applied  to  mem- 
bers of  the  stock  exchange. 

Bed-rock  price.  Lowest  possible  price. 

Bill  of  lading.  The  receipt  of  a  trans- 
portation company,  containing  a 
list  of  the  goods,  and  conditions  of 
shipment. 


154 


APPENDIX 


Bill  of  sale.  A  writing  given  by  the 
seller  of  personal  property  to  the 
buyer. 

Blanket  insurance.  A  form  of  life  or 
accident  insurance  insuring  a  group 
of  men. 

Bona  fide.  In  good  faith. 

Bonanza.  Exceptionally  profitable 
(from  the  name  of  an  unusually  pro- 
fitable gold  mine). 

Bond.  A  written  obligation  under 
seal;  a  written  promise  of  a  govern- 
ment or  corporation,  given  as  se- 
curity for  money  borrowed. 

Bonus.  Something  given  in  addition 
to  what  is  strictly  due. 

Book  accounts.  Accounts  that  are  re- 
corded in  the  books  of  a  concern, 
and  secured  by  an  oral  promise, 
merely. 

Booked.  Entered  in  the  books;  usu- 
ally applied  to  orders. 

Bottom  prices.  Lowest  prices. 

Bradstreet.  A  pubUsher  (in  New 
York  City)  of  mercantile  agency  re- 
ports.   See  Commercial  agencies. 

Broker.  An  agent  between  buyer  and 
seller;  a  dealer  on  the  stock  ex- 
change. 

Bucket  shop.  An  oflBce  run  by  an  irre- 
sponsible broker. 

Bull.  One  who  anticipates,  or  works 
for,  higher  prices;  applied  to  members 
of  the  stock  exchange. 

Buyer's  option.  A  privilege  relieving 
a  buyer  from  receiving  an  article 
until  a  specified  time,  but  granting 
him  the  privilege  of  demanding  it 
within  the  time  specified  in  the 
contract  or  on  one  day's  notice. 

Call.  A  privilege,  which  one  party 
buys  of  another,  to  receive  certain 
stock,  grain,  etc.,  at  a  specified  date. 

Capital.  The  money  and  other  prop- 
erty invested  in  a  business. 


Cash.  See  Terms  cash. 

Cashier.  One  having  charge  of  money. 

Cashier's  check.  A  check  or  bank 
draft  drawn  by  a  cashier  of  a  bank 
on  another  bank. 

Certified  check.  A  check  that  has  been 
vouched  for  by  the  bank  upon  which 
it  is  drawn,  thus  making  the  bank 
security  for  its  payment. 

Chattel.  Property  (usually  applied  to 
movable  property). 

Chattel  mortgage.  A  mortgage  on 
movable  property. 

Cheap  money.  Money  obtainable  at 
a  low  rate  of  interest. 

Claim.  The  right  to  claim  or  demand 
something;  a  claim  enforcible  at  law. 

Clearing  House.  An  institution  where 
daily  settlements  are  made  between 
banks,  by  offset  or  exchange  of 
checks,  drafts,  etc.,  the  difference  be- 
tween such  exchanges  being  paid  in 
cash. 

Client.  One  who  submits  his  claim  to 
the  management  of  a  legal  adviser. 

Collateral.  A  security,  not  a  part  of, 
but  related  to,  the  main  matter  or 
contract. 

Commercial  agencies.  Agencies  that 
collect  and  summarize  data  concern- 
ing the  character,  ability,  and  finan- 
cial standing  of  a  business  man  or 
organization,  and  furnish  the  results 
to  the  subscribers  of  their  publica- 
tions. 

Commercial  paper.  Notes,  drafts,  etc. ; 
paper  that  contains  an  order  or 
promise  to  pay. 

Common  carrier.  A  person  or  com- 
pany whose  business  it  is  to  trans- 
port passengers  or  merchandise. 

Common  stock.  Stock  that  entitles 
the  owner  to  a  dividend  after  the 
dividends  on  the  preferred  stock 
have  been  paid. 

Consigned.  Shipped  to  consignee. 


I 


APPENDIX 


155 


Consignee.  The  one  to  whom  goods 
are  shipped. 

Consignor.  The  shipper. 

Conveyance.  An  instrument  in  writ- 
ing by  which  the  title  of  property 
is  conveyed  from  one  person  to  an- 
other. 

Corner.  The  control  of  all,  or  a  ma- 
jority, of  a  given  commodity. 

Coupon.  A  certificate  of  interest  at- 
tached to  a  bond,  and  entitling  the 
holder  to  the  interest  due. 

Covering  the  account.  Payment  of  the 
account  in  full. 

Credit  man.  The  man  who  has  charge 
of  the  granting  of  credit  to  new  cus- 
tomers and  the  supervision  of 
credits  generally. 

Credit  memorandum.  A  notice  of  an 
allowance,  or  rebate,  sent  to  the 
purchaser. 

Cumulative.  Increasing  by  successive 
additions. 

Deadhead.  Without  charge  for  trans- 
portation. 

Deed.  An  instrument  conveying  the 
ownership  of  real  estate. 

Defence.  The  defendant's  answer  or 
plea;  the  method  of  proceeding 
adopted  by  the  defendant  to  protect 
him  against  the  plaintiff's  action. 

Defendant.  The  one  against  whom 
suit  is  brought. 

Dishonor.  The  refusal  to  accept  or 
pay  a  draft  or  other  commercial 
paper,  by  the  person  on  whom  it  is 
drawn. 

Dispatch.  A  telegraphic  message. 

Dispatch.  To  send  by  common  carrier. 

Dissolution.  The  disbanding  or  dis- 
solving of  a  partnership  or  corpora- 
tion. 

Dividend.  Profits  divided  among  stock- 
holders in  proportion  to  the  shares 
held. 


Draw.  To  draw  a  draft. 

Draw  against  documents.  In  shipping 
goods  to  a  stranger  before  receiving 
payment,  a  draft  is  drawn  on  him 
and  sent  with  bill  of  lading  to  a  bank 
(usually)  in  the  drawee's  city;  upon 
payment  of  draft  the  bill  of  lading 
(without  which  he  cannot  get  posses- 
sion of  the  goods)  is  delivered  to  the 
purchaser. 

Draw  against  one's  account.  To  draw 
a  draft  for  part  of,  or  all,  money  due 
from  the  debtor. 

Draw  at  sight.  To  draw  a  sight  draft. 

Draw  on  you.  Used  in  notifying  a  d^tor 
that  you  will  draw,  or  have  drawn,  a 
draft  on  him. 

Drawee.  The  one  on  whom  the  draft 
is  drawn. 

Drawer.  The  one  who  draws  the  draft. 

Drayage.  Charges  for  hauling  goods. 

Dun's  or  Dun*s  report.  The  rating 
reports  published  by  Dun's  mer- 
cantile   agency.      See    Commercial 

AGENCIES. 

Elevator  (in  agricultural  districts). 
A  building  for  the  storage  of  grain. 

Enclosure  (also  Inclosure).  Anything 
enclosed  in  the  envelope  with  the 
letter;  e.g.,  bill,  check,  price  list,  etc. 

Encimiber.  To  load  with  debts  or 
other  legal  claims;  as,  to  encumber  an 
estate  with  mortgages. 

Endorse  (also  Indorse).  To  write  one's 
name  on  the  back  of  a  negotiable 
paper,  for  the  purpose  of  transfer- 
ring it. 

Error  letter.  A  letter  calling  attention 
to  an  error. 

Even  date.  Present  date.  Used  in 
speaking  of  a  letter  received  on  the 
same  date  on  which  it  was  written; 
as,  "  Your  letter  of  even  date." 

Execution.  The  carrying  out  of  a  judg- 
ment or  order  of  the  court. 


156 


APPENDIX 


Extension.  An  allowance  of  further 
time  on  a  bill  or  a  contract. 

Falling  market.  Prices  on  the  decline. 

Favor.  Letter  (not  in  good  usage). 

Flat  rate.  A  fixed  rate;  i.e.,  without 
discounts  or  rebates. 

Flurry.  A  small  panic. 

Folio.  Page. 

Follow-up.  In  correspondence,  refer- 
ring to  a  series  of  related  letters  sent 
to  prospective  customers,  together 
with  a  record  of  letters  sent  and 
their  results. 

Foreclosure.  The  proceeding  neces- 
sary to  sell  mortgaged  property  to 
satisfy  a  mortgagee's  claim. 

Forgery.  The  writing  of  another's 
name  as  a  signature,  or  the  alter- 
ing of  a  document  with  fraudulent 
intent. 

Fours  (or  4's),  Designation  of  a  bond 
at  4%  interest;  see  U.S.  4's. 

Franchise.  A  right  or  privilege  granted 
by  a  city  or  state  to  an  individual 
or  a  corporation. 

Gilt-edge  (or  -edged).  Exception- 
ally good;  frequently  used  in  refer- 
ence to  investments. 

Going  business.  A  business  in  normal 
condition;  not  insolvent. 

Good  will.  The  value,  in  business,  of 
established  reputation. 

Gross  total.  Gross  weight;  i.e.,  includ- 
ing the  box,  or  crate,  and  contents. 

Guaranty.  An  agreement  by  which 
one  person  promises  to  answer  for 
the  debt  or  default  of  another. 

Honor.  To  accept  a  draft,  or  to  pay 
it  when  due. 

Indorse.  See  Endorse. 
In-freight.  Incoming  goods,  or  money 
paid  for  the  transportation  of  same. 


Innocent  purchaser.  The  endorser  of 
negotiable  paper  who  receives  it  for 
value  and  without  knowledge  of 
po'ssible  previous  defects  of  title. 

In  stock.  On  hand. 

Invoice.  A  bill  of  goods  bought. 

Jobber.  One  who  buys  from  importers 
or  manufacturers  and  sells  to  whole- 
salers or  retailers. 

Judgment.  A  decree  of  court  directing 
the  payment  of  a  given  debt. 

Knockdown.  The  parts  of  a  machine, 
piece  of  furniture,  etc.,  which  have 
been  assembled,  but  not  yet  put 
together  or  set  up;  or,  which  have 
been  taken  apart  for  transportation. 
Or,  the  article  constructed  to  be  so 
taken  apart. 

Lake  and  rail.  Partly  by  lake  steamer 
and  partly  by  railroad. 

Lapsed  policies.  Policies  canceled  be- 
cause of  failure  of  the  insured  to  pay 
premium. 

Lease.  A  contract  of  rental. 

Legal  tender.  Lawful  money;  a  proper 
offer  of  payment. 

Letter  of  credit.  A  letter  issued  by  a 
bank  and  addressed  to  a  banker, 
directing  the  payment  of  money  to 
the  holder  of  the  letter;  used  by 
travelers. 

Lien.  A  legal  claim. 

Limited  partnership.  A  partnership 
in  which  one,  or  more,  of  the  mem- 
bers has  only  a  limited  liabilty;  i.e., 
is  liable  for  the  debts  of  the  firm 
only  to  a  certain  amount,  usually 
the  amount  of  his  investment.  This 
limitation  cannot,  however,  apply 
to  all  the  partners. 

Liquidate.  To  determine  by  agreement 
or  by  litigation  the  exact  amount 
due.    To  pay  off  an  indebtedness. 


APPENDIX 


157 


List  price.  The  price  at  which  goods 
are  listed  or  marked  for  sale.  Varia- 
tions in  price  are  indicated  by  dis- 
counts. 

Long.  One  who  holds  stock  or  grain 
for  a  rise  in  price. 

Manifest.  A  list  of  a  ship's  cargo,  with 
all  the  necessary  specifications,  to 
be  exhibited  at  the  customhouse. 

Margin.  Money  deposited  with  a 
broker  or  a  money  lender  to  insure 
him  against  loss. 

Mature.  To  become  due. 

Mercantile  agencies.  See  Commercial 

AGENCIES. 

Mortgage.  A  conditional  transfer  of 
the  title  of  real  estate  or  personal 
property  as  security  for  debt. 

Motion  (in  law).  An  application  to  a 
court  or  judge,  to  obtain  an  order 
or  ruling  directing  some  act  to  be 
done  in  favor  of  the  applicant. 

Negotiate.  To  transfer  by  endorse- 
ment; to  treat  with  another;  or  to 
try  to  effect  an  agreement. 

Net.  Without  further  deductions;  clear 
of  all  deductions. 

Net  cash.  The  amount  actually  paid 
or  to  be  paid. 

Notary  or  Notary  public.  A  public 
officer  who  takes  acknowledgments. 
See  Acknowledgment. 

On  account.  To  be  paid  for  later;  (of 
debts)  secured  by  oral  promise  only. 

On  order.  Ordered  but  not  yet  re- 
ceived. 

Oji  30  days.  To  be  paid  for  in  30  days; 
e.g.,   "To  sell  on  30  days  time." 

Open  account.  A  running  account; 
unsettled  and  active  account. 

Operating  expense.  Charges  or  costs, 
incurred  in  the  regular  transaction 
of  business. 


Outlawed.  Beyond  the  privilege  of 
legal  enforcement  or  judgment; 
especially  by  having  run  beyond 
the  time  limit. 

Output.  The  total  product  of  the  plant. 

Outstanding  accounts.  Unpaid  book 
accounts. 

Overdrawn.  Drawn  in  excess  of  the 
amount  on  deposit. 

Overhead  expenses,  or  Overhead 
charges.  Expenses  of  a  business 
which  are  general  in  their  nature  and 
not  chargeable  to  any  particular 
department;  e.g.,  administrative  ex- 
penses, lighting,  heating,  etc. 

Overs  and  shorts.  More  articles  and 
fewer  articles  than  are  called  for  on 
the  list. 

Paper.  Notes,  drafts,  checks,  etc. 

Par.  Face  value. 

Party.  One  entering,  or  having,  con- 
tract relations.  Improperly  used  for 
'person. 

Pawnbroker.  One  whose  business  is  to 
lend  money  on  personal  property 
which  is  left  in  his  possession  as 
security. 

Petty  cash  book.  A  book  in  which 
minor  cash  items  are  recorded. 

Plant.  The  machinery,  apparatus,  fix- 
tures, etc.,  used  in  carrying  on  a  me- 
chanical or  other  industrial  business, 
or  a  trade.  A  workshop  or  similar 
complete  equipment. 

Point.  When  used  in  connection  with 
stocks,  it  usually  means  one  dollar 
per  share,  or  1%. 

Pool.  A  combination  of  buyers  who 
invest  their  capital  as  one  person; 
an  agreement  among  business  con- 
cerns to  fix  uniform  prices. 

Power  of  attorney.  The  authority  to 
act  for  another. 

Premium.  Money  paid  for  insurance. 

Prepaid.  Paid  before  the  due  date. 


158 


APPENDIX 


Protest.  A  legal  notice  of  refusal  to 
pay  money  or  accept  a  draft. 

Put.  A  privilege  which  one  party  buys 
of  another  to  deliver  ("put")  to  him 
a  certain  amount  of  stock,  grain,  etc., 
at  a  certain  price  and  date.  {Broker  s 
Slang.) 

Put  and  call.  The  privilege  of  buying 
or  selling  as  the  holder  (of  a  "put 
and  call"  contract)  chooses,  at  fixed 
price  and  date. 

Quotations.  The  published  prices  of 
stocks  or  other  commodities. 

Rate  slip.  A  small  list  of  rates  or 
charges. 

Rebate.  A  reduction  or  return  of  a 
part  of  the  price  paid. 

Receiver.  A  person  appointed  by  the 
court  to  take  charge  of,  and  close 
up,  the  affairs  of  a  business. 

Release.  The  giving  up  of  some  right 
or  claim. 

Repeated  message.  A  telegraphic  mes- 
sage sent  back  from  ofl5ce  of  delivery 
for  verification. 

Replevin.  An  action  (legal  process)  to 
recover  possession  of  goods  wrong- 
fully taken  or  detained. 

Reserve.  Funds  kept  on  hand  to  meet 
liabilities. 

Route.  The  railroads  or  steamship 
lines,  or  both,  by  which  goods  are 
shipped. 

Securities.  Stocks  or  similar  property 
given  to  secure  a  debt. 

Seller's  option.  A  privilege  allowing 
the  seller  of  stock  (sold  at  a  certain 
price  to  be  delivered  on  a  certain  fu- 
ture date)  to  deliver  it,  on  one  day's 
notice,  at  any  previous  time  at  the 
market  price. 

Set-off.  A  cancellation  of  opposing 
debts.  In  case  of  the  debtor  and  the 


creditor  having  claims  against  each 
other,  the  smaller  debt  cancels  its 
equivalent  in  the  larger  one. 

Short.  One  who  sells  for  future  de- 
livery what  he  does  not  own,  but 
hopes  to  buy  at  a  lower  price. 

Short-extend.  To  enter  individual 
amounts  in  the  explanation  column 
to  be  totaled  and  entered  in  the 
money  column. 

Sinking  fund.  A  fund  set  aside  for 
some  specific  purpose,  as  for  the  pay- 
ment of  some  obligation  to  mature 
in  the  future. 

Sixes  (written  6's).    See  U.S.  4's. 

Sliding  scale.  A  variable  scale  of 
wages  or  prices,  up  or  down  accord- 
ing to  time,  quantity,  etc. 

Slow-pay.  Usually  behind  in  payments. 

Solvent.  Able  to  pay  in  full. 

Spender.  One  who  spends  money 
freely  without  sufficient  regard  for 
his  creditors.  ^m 

Spot  cash.  Cash  with  order  or  at  time       ^^ 
of  delivery. 

Sundries.  Many  small  or  different 
items. 

Syndicate.  A  combination  of  capital- 
ists who  unite  their  resources  to 
further  some  financial  project. 

Tare.  The  weight  of  the  box,  barrel, 
or  packing. 

Tariff.  A  tax  or  duty  levied  on  im- 
ports; a  schedule  of  rates. 

Tender  of  payment.  A  valid  offer  of 
payment. 

Terms  cash.  Quoted  at  the  cash  price, 
though  the  cash  is  not  paid  until 
the  goods  are  delivered. 

Tickler.  A  book  or  form  arranged  for 
record  of  commercial  paper  accord- 
ing to  the  due  date;  a  reminder. 

Title.  Right  in,  or  ownership  of,  pro- 
perty. 

Trace.  To  send  a  tracer. 


APPENDIX 


159 


Tracer.  A  notice  sent  to  the  proper 
agents  of  a  carrying  company,  di- 
recting that  a  search  be  made  for 
goods  lost  in  shipment. 

Trade.  A  group  of  customers  con- 
sidered collectively. 

Trade  discount.  A  series  of  discounts, 
as,  10,  10,  and  5%,  off  the  list  price. 

Turnover.  That  part  of  the  capital 
of  a  concern  available  for  the  pur- 
chase of  goods  or  materials  which 
are  in  turn  convertible  into  cash. 

Underwriter.  An  insurance  company. 
Upkeep.  The  act  or  expense  of  keeping 

up  or  maintaining. 
U.S.  4*8  1920.  U.S.  bonds  bearing  4% 

interest  and  maturing  in  the  year 

1920. 

Valid.  Binding,  or  good,  at  law. 


Void.  Not  binding  at  law. 

Voucher.  A  book  or  paper  that  verifies 
the  accuracy  of  accounts,  receipts, 
checks,  or  other  papers  showing  pay- 
ment. 

Warranty.  Security;  warrant;  guar- 
anty. 

"Watered  stock.  Stock  increased  in 
value  without  corresponding  in- 
crease in  the  assets  represented  by 
it;  i.e.,  stock  raised  to  a  fictitious 
value. 

Way  bill.  A  description  of  goods 
shipped,  containing  also  shipping 
directions. 

Way  off.  Much  lower  than  usual;  in 
little  demand  (applied  to  prices). 

Wired.  Sent  by  telegraph. 

Working  capital.  The  funds  available 
for  carrying  on  a  business. 


BUSINESS  ABBREVIATIONS   AND  SYMBOLS 

Note.  —  This  list  includes  the  abbreviations  in  common  use.   Those  generally 
familiar  have  been  omitted;  e.g.,  bu.,  qt.,  etc. 


a  (2).  At. 

^/c-  Account,  or  on  account. 

Acct.  Account. 

Acct.  Cur.  Account  current. 

Acct.  Sales.  Account  sales. 

Ad.,  Adv  t.  Advertisement. 

Admr.  Administrator. 

Admx.  Administratrix. 

Agt.  Agent. 

Am't.  Amount. 

Atty.     Attorney. 

Av.  Average. 

Bal.  Balance. 

B.B.  Bill  Book. 

bbl.  Barrel. 

B  d.,  B  ds.   Board,  boards. 

bdl.  Bundle. 

B'k.  Bank. 

B/L.  Bill  of  lading. 

Bldg.  Building. 

B.O.  Buyer's  option. 

Bet.  Bought. 

B.  Pay.  Bills  payable. 

B.  Rec.  Bills  receivable. 
Bret.  Brought. 

bx.  Box. 

C.  One  hundred. 

c.  or  c.  Cent,  cents. 

Cash.  Cashier. 

C.B.  Cash  book. 

Chgd.  Charged. 

C.I.F.  Cost,  insurance,  and  freight. 

C'k.  Check. 

Cld.  Cleared. 


Clk.  Clerk. 

% .  Care  of. 

C.O.D.  Cash  (or  collect)  on  delivery. 

Coll.  Collection. 

Com.  Commission,  commerce. 

Cong.  Congress. 

Cor.  Coroner. 

C.P.A.  Certified  public  accountant. 

Cr.  Credit,  creditor. 

cwt.  Hundredweight. 

D.  (usually  d.)  Pence. 
Deft.  Defendant. 
Dft.  Draft. 

Dis.,  Disct.  Discount. 
Dist.  District. 
do.  The  same,  ditto. 
Dr.  Debit,  debtor. 
Ds.  Days. 

Ea.  Each. 

E.E.  Errors  excepted. 

e.g.  For  example. 

E.  &   O.E.    Errors  and   omissions  ex- 
cepted. 

E.O.D.   Every  other  day. 

et  al.   (Latin,  et  alii.)  And  others. 

Ex.  Example. 

Ex.  Com.  Executive  Committee. 

Exch.  Exchange. 

Exp.  Expense. 

Far.  (usually  far.)   Farthing. 
F.C.B.  Folio  Cash  Book. 
Fig.  figure,  or  figures. 
F.O.B.  or  f.o.b.  Free  on  board. 


APPENDIX 


161 


Fol.  Folio. 

For'd.  Forward. 

Fr.  (usually  fr.)  Franc. 

Fr't.     Freight. 

F'w*d.  Forward,  or  forwarded. 

G.F.A.  General  Freight  Agent. 
G.P.A.  General  Passenger  Agent, 
gro.  gross. 

Hd.  Head. 

Hlf.  Half. 

H.P.  or  h.p.  Horse  power. 

LB.  Invoice  Book. 

Incog,  (incognito).    Unknown. 

Ins.  Insurance. 

inst.    This  month. 

Int.  Interest. 

Inv.  Invoice. 

Inv't.  Inventory. 

J.F.  Journal  folio. 

Jour,  or  J.    Journal. 

J.P.    Justice  of  the  Peace. 

kg.  Keg. 

L.B.  Letter  Book. 

L.C.L.  Less  than  carload  lot. 

Ledg.  Ledger. 

L.F.  Ledger  folio. 

Ltd.  Limited. 

M.  One  thousand. 

Meas.  Measure. 

M.C.  Member  of  Congress. 

Mdse.  Merchandise. 

Mem.  Memorandum. 

Mfg.  Manufacturing. 

Mfr.  Manufacturer. 

Mgr.  Manager. 

Mme.  Madam. 

M.P.  Member  of  Parliament. 

MS.  or  Ms.  Manuscript. 

MSS.  or  Mss.  Manuscripts. 


N.B.  Take  notice. 

O.K.  All  right. 

P.  or  p.  Page. 

Payt.  Payment. 

pc.  Piece. 

P.C.B.  Petty  Cash  Book. 

pes.  Pieces. 

Pd.  Paid. 

Per  an.  (Latin  per  annum.)  For  a  year, 

yearly, 
pkg.  Package. 
Pltf.  Plaintiff. 
Pp.  or  pp.  Pages, 
pr.  Pair. 
Prem.  Premium, 
pro  tern.   (Latin  pro  tempore.)  For  the 

time, 
prox.  (Latin  proximo).  Next  month. 
P.S.  Postscript. 

qr.  Quire. 

Rec'd.  Received. 
Rec't.  Receipt. 
Ret'd.  Returned. 
R.R.  Railroad. 
Ry.  Railway. 

S.B.  Sales  Book. 
Schr.  Schooner. 
Sec.  Secretary. 
Shipt.  Shipment. 
Sid.  Sailed. 
S.O.  Seller's  option. 
Stor.  Storage. 
Str.  Steamer. 
Sunds.  Sundries. 
Sup't.  Superintendent. 

T.  Ton. 

T.F.  Till  forbidden. 
Ton.  Tonnage. 
Tp.  Township. 
Tr.  Transpose. 
Treas.  Treasurer. 


162 

APPENDIX 

ult.  (Latin,  ultimo.)  Last  month. 

%.  Percent. 

jf      Used  for  "  number"  when  written 

V.  Five  hundred. 
V.  or  vs.  (Latin  versus 
viz.  Namely. 
Vol.  Volume. 

.)  Against. 

before  a  numeral  and  for  "  pounds  " 
when  written  after  a  numeral, 
ii  =  li 

22  =  2f  or  2i 

23  -    o8 

W/B.  Way  Bill. 
Wt.  Weight. 

2     -  124. 

;.   =  Feet. 

=  Inches. 
V  =  Check  mark. 

POSTAL  INFORMATION 


POSTAGE    STAMPS 


Denominations.  Postage  stamps  are  issued  by  the  Department  in  the  follow- 
ing denominations:  1,  2,  3,  4,  5,  6,  8,  10,  15,  and  50  cent,  il  dollar,  10  cent 
special  delivery  and  10  cent  registry. 

Books  of  Postage  Stamps.    One  and  2  cent  postage  stamps  bound  in  book 
form  are  on  sale  at  post-offices  at  an  advance  of  1  cent  per  book  over  the  post- 
age value,  as  follows:  — 
Books  of 

24  1-cent  stamps 25  cents 

96  1-cent  stamps 97  cents 

12  2-cent  stamps 25      " 

24  2-cent  stamps 49      " 

48  2-cent  stamps 97      " 

Good  for  Postage.  All  postage  stamps  issued  by  the  United  States  since 
1860  are  good  for  postage.  United  States  postage  stamps  are  good  for  postage 
in  Guam,  Hawaii,  Porto  Rico,  and  Tutuila,  but  not  in  the  Philippine  Islands, 
or  in  the  Panama  Canal  Zone.  Postage  stamps  of  the  Philippine  Islands  or 
Canal  Zone  are  not  good  for  postage  on  matter  mailed  in  the  United  States. 

Postage-due  stamps  are  used  by  postmasters  to  witness  the  collection  of 
postage  on  short-paid  matter,  and  are  not  sold  to  the  public. 

Not  Redeemable  or  Exchangeable.  Postage  stamps  are  neither  redeemable 
from  the  public  nor  exchangeable  for  those  of  other  denominations  or  for  any 
other  stamped  paper. 

Perforating  of  Stamps.  For  the  purpose  of  identification  only,  and  not  for 
advertising,  postage  stamps  may  be  punctured  or  perforated  by  letters,  num- 
erals, or  other  marks  or  devices,  but  the  punctures  or  perforations  shall  not 
exceed  one  thirty-second  of  an  inch  in  diameter  and  the  whole  space  occupied 
by  the  identification  device  shall  not  exceed  one-half  inch  square. 

Overlapping  Stamps.  When  postage  or  special  delivery  stamps  are  so  affixed 
to  mailable  matter  that  one  overlies  another,  concealing  part  of  its  surface, 
the  stamp  thus  covered  will  not  be  taken  into  account  in  prepayment. 

Stamps  Cut.  Stamps  which  have  been  cut  or  otherwise  severed  from  postal 
cards,  embossed  United  States  stamped  envelopes,  or  newspaper  wrappers,  are 
not  redeemable  nor  good  for  postage. 

Mutilated  or  Defaced  Postage  Stamps.  Mutilated  or  defaced  postage  stamps 
are  not  good  for  postage. 

Not  Good  for  Postage.  Postage-due  stamps,  10-cent  special  delivery  and 
10-cent  registry  stamps,  mutilated  or  defaced  stamps  cut  from  embossed  United 
States  stamped  envelopes  or  newspaper  wrappers,  or  from  postal  cards,  are 
not  good  for  postage. 

Currency.  Postmasters  are  not  required  to  receive  more  than  25  cents  in 
copper  or  nickel  coins  in  any  one  payment.  Postmasters  are  expected  to  make 
change  as  far  as  possible,  but  must  not  give  credit  for  postage. 


164  APPENDIX 


POSTAL    CARDS 

Postal  cards  are  furnished  at  the  postage  value  represented  by  the  stamp 
impressed  thereon;  single  postal  cards  for  domestic  and  foreign  correspondence 
at  1  cent  and  2  cents  each  respectively,  and  reply  (double)  postal  cards  at  2 
cents  and  4  cents  each  respectively. 

Additions.  Postal  cards  issued  by  the  Post-office  Department  may  bear 
written,  printed,  or  other  additions  as  follows:  — 

Addresses  upon  postal  cards  may  be  either  written  or  printed  or  affixed 
thereto,  at  the  option  of  the  sender. 

Advertisements,  illustrations  or  writing  may  appear  on  the  back  of  the  card 
or  upon  the  left  third  of  the  face. 

The  face  of  the  card  may  be  divided  by  a  vertical  line  placed  approximately 
^  of  the  distance  from  the  left  end  of  the  card;  the  space  to  the  left  of  the  line 
to  be  used  for  the  message,  but  the  space  to  the  right  for  the  address  only. 

International  Postage  Cards.  The  United  States  international  2-cent  single 
and  reply  postal  cards  should  be  used  for  correspondence  with  foreign  coun- 
tries, except  Canada,  Cuba,  Mexico,  Republic  of  Panama,  and  the  City  of 
Shanghai,  to  which  the  domestic  single  and  reply  cards  are  mailable;  but  when 
these  international  cards  can  not  be  obtained  it  is  allowable  to  use  the  United 
States  domestic  1-cent  single  and  reply  postal  cards  with  1-cent  United  States 
adhesive  postage  stamps  attached  thereto. 

Not  Returnable.  Postal  cards  are  treated  in  all  respects  as  sealed  letters, 
except  that  when  undeliverable  to  the  addressee  they  are  not  returned  to  the 
sender. 

Remailing.  Used  postal  cards  which  conform  to  the  conditions  prescribed 
for  postal  cards,  when  remailed,  are  subject  to  a  new  prepayment  of  1  cent 
postage. 

Reply  Postal  Cards.  Either  half  of  a  reply  domestic  postal  card  may  be  used 
separately.  Such  postal  cards  should  be  folded  before  mailing,  and  the  initial 
half  should  be  detached  when  the  reply  half  is  mailed  for  return. 

POST    CARDS    (private    MAILING    CARDs) 

Transmissible,  When  and  Where.  Post  cards  manufactured  by  private 
parties,  conforming  to  the  requirements  of  the  Postal  Laws  and  Regulations 
and  bearing  either  written  or  printed  messages,  are  transmissible  without  cover 
in  the  domestic  mails  (including  the  possessions  of  the  United  States),  and  to 
Canada,  Cuba,  Mexico,  Republic  of  Panama  and  Shanghai,  China,  at  the 
postage  rate  of  1  cent  each,  and  in  the  foreign  mails  at  the  rate  of  2  cents  each, 
prepaid  by  stamps  affixed. 

Advertisements  and  illustrations  may  appear  on  the  back  of  the  card  and 
on  the  left  half  of  the  face. 

Under  Cover,  Rate.  Cards  mailed  under  cover  of  sealed  envelopes  (transpa- 
rent or  otherwise)  are  chargeable  with  postage  at  the  first-rate  class;  if  enclosed 
in  unsealed  envelopes,  they  are  subject  to  postage  according  to  the  character 
of  the  message  —  at  the  first-class  rate  if  wholly  or  partly  in  writing,  or  the 
third-class  rate  if  entirely  in  print;  and  the  postage  stamps  should  be  affixed  to 
the  envelopes  covering  the  same.  Postage  stamps  affixed  to  matter  enclosed 
in  envelopes  can  not  be  recognized  in  payment  of  postage  thereon. 


APPENDIX  165 


STAMPED    ENVELOPES 

Denominations  and  Sizes.  The  Department  issues  twelve  different  sizes 
of  stamped  envelopes,  the  smallest  2|^  by  5^,  the  largest  4f  by  10|^  inches. 
The  denominations  are  1,  2,  4,  and  5  cent. 

Stamped  newspaper  wrappers  are  issued  in  1-cent  and  2-cent  denominations 
and  in  two  sizes. 

Return  Card.  When  stamped  envelopes  are  purchased  in  lots  of  500  or  its 
multiple,  of  a  single  size,  quality,  and  denomination,  the  Department  will,  upon 
request  through  the  purchaser's  post-oflBce,  print  his  return  card.  Such  cards 
are  not  printed  on  newspaper  wrappers  or  postal  cards. 

Redemption.  Uncanceled  and  spoiled  stamped  envelopes  presented  in  a  sub- 
stantially whole  condition  will  be  redeemed  by  postmasters  at  their  face  value 
only  in  postage  stamps,  stamped  envelopes,  or  postal  cards;  but  stamped  enve- 
lopes bearing  a  printed  return  card  will  be  redeemed  only  from  the  original  pur- 
chaser. Stamped  envelopes  and  newspaper  wrappers  which  bear  no  printing 
indicating  the  original  purchaser  may  be  redeemed  when  presented  by  any 
responsible  person. 

Avoid  delay  by  depositing  mail  as  soon  as  it  is  ready,  thus  insuring  prompt 
dispatch.  Much  mail  is  deposited  just  at  the  close  of  the  business  day,  and  fre- 
quently such  congestion  follows  that  all  of  it  can  not  be  distributed  in  time  to  be 
given  the  first  dispatch. 


WRAPPING    OF    MAIL   MATTER 

Examination.  Second,  third  and  fourth  class  matter  must  be  so  wrapped 
or  enveloped  that  the  contents  may  be  examined  easily  by  postal  officials. 
When  not  so  wrapped,  or  when  bearing  or  containing  writing  not  authorized 
by  law,  the  matter  will  be  treated  as  of  the  first  class. 

Harmful  Articles.  Articles  of  the  fourth  class  not  absolutely  excluded  from 
the  mails,  but  which,  from  their  form  or  nature,  might,  unless  properly  secured, 
destroy,  deface,  or  otherwise  damage  the  contents  of  the  mail  bag,  or  harm  the 
person  of  any  one  engaged  in  the  postal  service,  may  be  transmitted  in  the  mails 
when  packed  in  accordance  with  the  postal  regulations. 


UNMAILABLE    MATTER 

Definition.  Unmailable  domestic  matter  —  that  is,  matter  which  is  not  ad- 
missible to  the  United  States  mails  for  dispatch  or  delivery  in  the  United  States 
or  in  any  of  its  possessions  —  includes:  — 

Address  Defective.  All  matter  illegibly,  incorrectly,  or  insufficiently  ad- 
dressed. 

Postage  not  Prepaid.  All  transient  second-class  matter  and  all  matter  of  the 
third  or  fourth  class  not  wholly  prepaid,  and  letters  and  other  first-class  mat- 
ter not  prepaid  one  full  rate  —  2  cents. 

Overweight.  All  matter  weighing  over  four  pounds,  except  second-class 
matter  and  single  books.     This  does  not  apply  to  parcel-post  matter. 

Poisons,  Liquors,  etc.  All  matter  harmful  in  its  nature,  as  poisons,  explosive 
or  inflammable  articles,  matches,  live  or  dead  (but  not  stuffed)  animals,  and 
reptiles,  fruits  or  vegetables  liable  to  decomposition,  guano,  or  any  article 


166  APPENDIX 

exhaling  a  bad  odor,  vinous,  spirituous,  or  malt  liquors,  and  liquids  liable  to 
explosion,  spontaneous  combustion,  or  ignition  by  shock  or  jar. 

Obscene  and  Indecent.  All  obscene,  lewd,  or  lascivious  matter,  and  every 
article  or  thing  intended,  designed,  or  adapted  for  any  indecent  or  immoral  pur- 
pose, or  matter  of  a  character  tending  to  incite  arson,  murder,  or  assassination. 

Defamatory,  Dunning,  etc.  Postal,  post,  or  other  cards  mailed  without 
wrappers,  and  all  matter  bearing  upon  the  outside  cover  or  wrapper  any  de- 
lineation, epithets,  terms,  or  language  of  an  indecent,  libelous,  defamatory, 
threatening,  or  dunning  character,  or  calculated  by  the  terms  or  manner  or  style 
of  display,  and  obviously  tended  to  reflect  injuriously  upon  the  character  or 
conduct  of  another. 

Tinsel,  Glass.  Post  cards  and  postal  cards,  bearing  particles  of  glass,  metal, 
mica,  sand,  tinsel,  or  other  similar  substances,  are  unmailable,  except  when  en- 
closed in  envelopes  tightly  sealed  to  prevent  the  escape  of  such  particles,  or 
when  treated  in  such  manner  as  will  prevent  the  objectionable  substance 
from  being  rubbed  ofiF. 

Lottery  and  Fraud.  All  matter  concerning  any  lottery,  so-called  gift  concert, 
or  other  enterprise  of  chance,  or  concerning  schemes  devised  for  the  purpose 
of  obtaining  money  or  property  under  false  pretenses. 

COLLECTION    OF    MAIL 

City  Collections.  At  oj05ces  where  city  delivery  is  in  operation  mail  is  col- 
lected from  street  letter  boxes.  Carriers  while  on  their  routes  will  receive  letters 
with  postage  stamps  affixed  handed  them  for  mailing,  and  also  small  packages 
on  which  the  postage  is  fully  prepaid,  if  this  does  not  interfere  with  the  prompt 
delivery  of  mail  and  collections  from  street  letter  boxes. 

Rural  Collections.  Mail  for  dispatch  will  be  collected  from  patrons'  boxes 
on  which  a  signal  is  displayed  indicating  that  there  is  outgoing  mail  therein. 
Collections  will  also  be  made  from  such  U.S.  collection  boxes  as  may  be  located 
along  the  route.  Rural  carriers  will  accept  any  mailable  matter  properly  ad- 
dressed and  bearing  the  necessary  postage,  or  accompanied  by  sufficient  money 
to  purchase  the  same,  which  may  be  personally  tendered  to  be  delivered  or  dis- 
patched; except  that  mail  matter  tendered  shall  not  be  accepted  in  a  town  or 
village  having  a  post-office  if  it  is  reliably  ascertained  that  parties  offering  it 
intend  by  so  doing  to  "  boycott  "  the  office  to  deprive  it  of  legitimate  revenue. 

DELIVERY    OF    MAIL 

Methods.  Four  methods  are  used  for  the  delivery  of  mail:  (1)  The  general 
delivery;  (2)  Through  post-office  boxes;  (3)  By  carriers  in  cities  where  delivery 
service  is  in  operation;  (4)  By  rural  and  star  route  carriers.  If  patrons  so  direct, 
all  mail  intended  for  them,  however  addressed,  will  be  delivered  in  one  of  these 
ways,  but  if  such  directions  are  not  given,  mail  will  be  delivered  as  addressed. 
(See  Special  Delivery  Service,  page  167.) 

General  Delivery.  The  general  delivery  is  intended  for  the  use  of  only  those 
patrons  who  are  not  permanently  located  or  who  can  not,  for  good  and  sufficient 
reasons,  receive  mail  in  one  of  the  other  three  methods  of  delivery. 

Post-office  Boxes.  Boxes  are  provided  for  the  convenience  of  the  public  in 
the  delivery  of  the  mail.  The  rental  prescribed  by  the  Department  must  be  paid 
quarterly  in  advance. 


APPENDIX  167 

An  individual  renting  a  box  may  have  placed  therein  mail  for  his  family, 
visitors,  boarders,  and  employes  who  are  members  of  his  household,  and  mail 
addressed  in  his  care. 

A  box  rented  by  a  firm  may  be  used  by  all  its  members,  by  the  members  of 
their  households,  and  by  their  employes. 

A  box  rented  by  a  corporation,  association,  or  society,  may  be  used  for  mail 
addressed  to  its  officials. 

Boxes  rented  by  colleges,  schools,  or  public  institutions,  if  consistent  with 
the  rules  and  usage  thereof,  may  be  used  for  mail  addressed  to  the  officers, 
students,  employes  or  inmates. 

City  Delivery.  Mail  will  not  be  delivered  by  carriers  above  the  second  floor 
in  office  buildings  not  equipped  with  elevators,  nor  to  the  different  rooms  or 
suites  on  any  floor  of  apartment  houses  whether  or  not  they  are  equipped  with 
elevators,  nor  to  the  side  or  back  doors  of  houses.  Mail  will  not  be  withdrawn 
in  order  to  deliver  it  to  persons  calling  at  the  post-office,  after  it  has  been  dis- 
tributed to  carriers. 

Rural  Delivery.  Mail  is  delivered  by  rural  and  star  route  carriers  to  indi- 
viduals or  firms  who  properly  place  on  an  established  rural  delivery  or  star 
route  boxes  for  the  receipt  of  the  mail,  as  required  by  the  postal  regulations. 
Rural  carriers  may  deliver  mail  to  patrons  on  the  road,  provided  their  identity 
is  known  and  the  carriers  will  not  be  unduly  delayed. 

Addressed  "  In  Care  of  — ."  Mail  addressed  to  one  person  in  care  of  another 
will  be  delivered  to  the  first  of  the  two  persons  named  who  may  call  for  it,  or 
to  the  address  of  the  person  in  whose  care  it  is  directed,  in  the  absence  of  other 
instructions. 

Husband  or  Wife.  Neither  husband  nor  wife  can  control  the  delivery  of 
mail  addressed  to  the  other  against  the  wishes  of  the  one  to  whom  it  is  ad- 
dressed. 

Minors.  The  delivery  of  mail  addressed  to  a  minor  is  subject  to  the  orders 
of  the  parent  or  guardian  upon  whom  the  minor  is  dependent. 

Officials.  Mail  addressed  to  a  public  official,  or  to  an  officer  of  a  corporation, 
by  his  title,  will  be  delivered  to  the  person  actually  holding  the  office  designated 
in  the  address,  the  assumption  being  that  the  mail  is  intended  for  the  officer  as 
such. 

SPECIAL    DELIVERY    SERVICE 

Special  delivery  service  is  the  prompt  delivery  of  mail  by  messenger  during 
prescribed  hours  to  persons  who  reside  within  the  carrier  limits  of  city  delivery 
offices,  to  patrons  of  rural  service  who  reside  more  than  one  mile  from  post- 
offices  but  within  one-half  mile  of  rural  routes,  and  to  residents  within  one 
mile  of  any  post-office. 

How  Obtained,  This  service  is  obtained  by  placing  on  any  letter  or  article 
of  mail  a  special  delivery  stamp  (10  cents)  or  ten  cents'  worth  of  ordinary  stamps 
in  addition  to  the  lawful  postage.  When  ordinary  stamps  are  used,  the  words 
"  Special  Delivery  "  must  be  placed  on  the  envelope  or  wrapper,  directly  under 
but  never  on  the  stamps;  otherwise  the  letter  or  article  will  not  be  accorded 
special  delivery  service. 

Hours  of  Delivery.  From  7  a.m.  to  11  p.m.  at  city  delivery  offices,  and 
from  7  a.m.  to  7  p.m.  at  all  other  offices,  or  until  after  the  arrival  of  the  last 
mail,  provided  that  be  not  later  than  9  p.m.    Special  delivery  mail  is  delivered 


168  APPENDIX 

on  Sundays  and  holidays  as  well  as  other  days,  if  the  post-oflBce  receives  mail 
on  Sundays, 

RETURN    OF    MAIL 

First  Class.  Letters  and  other  mail  of  the  first  class,  prepaid  one  full  rate 
(2  cents) ;  official  matter  and  reply  (double)  postal  cards,  when  undeliverable, 
will  be  returned  to  the  sender  without  additional  postage,  provided  such  mail 
bears  the  name  and  address  of  the  sender.  Single  postal  cards  and  post  cards 
(private  mailing  cards)  will  not  be  returned  to  the  sender. 

If  the  sender  does  not  specify  the  number  of  days  within  which  such  mail 
shall  be  delivered,  then  it  will  be  returned  as  follows:  (a)  After  five  days,  if 
addressed  to  street  and  number  in  a  city;  (b)  after  ten  days,  if  addressed 
"  transient  "  or  "  general  delivery  "  to  a  city;  (c)  after  five  days,  if  addressed 
for  delivery  by  rural  carrier;  and  (d)  after  fifteen  days,  if  addressed  to  a  fourth- 
class  office  and  not  intended  for  delivery  by  rural  carrier. 

Other  Classes.  If  matter  of  the  second  class  mailed  by  the  public,  and  of  the 
third  and  fourth  classes  of  obvious  value,  is  undeliverable,  the  postmaster  will 
notify  the  sender  of  that  fact;  and  such  matter  will  be  returned  to  the  sender 
only  upon  new  prepayment  of  postage.  After  notification  of  non-delivery  such 
matter  will  be  held  not  longer  than  two  weeks,  unless  the  office  of  mailing  be 
so  remote  from  the  office  of  address  that  a  response  could  not  be  received  from 
the  sender  within  that  time. 

UNDELIVERED    MAIL 

Advertised.  All  undelivered  and  unreturnable  mail  of  the  first  class  (except 
postal  cards  and  private  mailing  cards)  and  valuable  matter  of  the  third  and 
fourth  classes  are  advertised  by  posting  a  weekly  list  in  the  post-office.  A  charge 
of  1  cent  in  addition  to  the  regular  postage  is  collected  on  advertised  mail  if 
delivered. 

Dead  Letters  and  Parcels.  Letters  and  parcels  which  can  not  be  delivered 
to  addressees  or  returned  to  senders,  are  sent  to  the  Division  of  Dead  Letters 
for  disposal. 

Disposition.  Letters  are  opened  and  returned  to  the  writer,  if  practicable, 
except  such  as  contain  advertising  matter  only  the  return  of  which  is  not  re- 
quested. If  on  opening  letters  valuable  enclosures  are  found,  a  record  is  made, 
and  if  not  returned  at  once  to  the  owner,  they  may  be  reclaimed  within  one 
year  from  the  date  of  their  receipt  in  the  Division  of  Dead  Letters. 

Postal  cards  and  post  cards  are  destroyed. 

Copyright.  Matter  for  copyright  deposited  with  a  postmaster  for  trans- 
mission to  the  Register  of  Copyrights,  Washington,  D.C.,  will  be  accepted  for 
mailing  free  of  postage;  and  when  requested  a  receipt  therefor  will  be  given  on 
a  form  furnished  by  the  sender.  Such  matter,  however,  may  not  be  sent  by 
registered  mail  without  prepayment  of  the  registry  fee. 

Lists  of  Names.  Postmasters  and  all  others  in  the  postal  service  are  forbid- 
den to  furnish  lists  of  names  of  persons  receiving  mail  at  their  offices  or  give 
information  as  to  the  character,  reliability  or  standing  of  the  patrons. 

REGISTRY    SYSTEM 

Object.  The  registry  system  provides  greater  security  for  valuable  mail 
matter,  which  is  accomplished  by  records,  receipts  and  other  safeguards  in  the 


I 


APPENDIX  169 

course  of  handling  and  the  exercise  of  special  care  in  delivery.  Registered  mails 
reach  every  post-oflSce  in  the  world. 

What  Matter  should  be  Registered.  All  valuable  letters  and  parcels,  and 
others  of  no  intrinsic  value,  for  which  a  return  receipt  is  desired  or  special  care 
in  delivery  is  essential,  should  be  registered. 

What  Matter  may  be  Registered  —  Where,  and  by  Whom.  Any  matter 
admissible  to  the  domestic  mails  or  to  the  Postal  Union  mails  (except  "  Parcel 
Post  "  packages  for  Barbados,  Dutch  Guiana,  France,  Great  Britain,  the  Neth- 
erlands and  Uruguay)  may  be  registered.  Domestic  parcel-post  packages  may 
be  insured  but  not  registered.  "  Parcel  Post  "  mail  must  be  taken  to  the  post- 
office  and  handed  to  the  post-master  or  other  official  in  charge  to  be  registered, 
but  any  other  class  of  mail,  domestic  or  foreign,  may  be  registered  at  any  post- 
office  or  post-office  station,  by  any  rural  carrier,  and  when  sealed  and  not 
cumbersome  on  account  of  size,  shape,  or  weight,  by  city  carriers  in  residential 
districts. 

Fee.  The  registry  fee  is  10  cents  for  each  separate  letter  or  parcel,  in  addition 
to  the  postage,  either  foreign  or  domestic,  both  postage  and  fee  to  be  fully  pre- 
paid. 

Registry  Stamp.  A  registry  stamp,  specially  designed  for  the  purpose,  which 
is  not  valid  in  payment  of  postage,  should  be  used  to  prepay  the  registry  fee, 
but  ordinary  postage  stamps  may  also  be  used  for  this  purpose. 

Return  Receipts.  When  an  acknowledgment  of  delivery  is  desired,  the  en- 
velope or  wrapper  of  the  registered  article  should  be  indorsed  on  the  address 
side,  by  the  sender,  "  Receipt  desired,"  or  with  words  of  similar  import. 

Delivery  by  Carriers.  City  letter  carriers  deliver  registered  matter  at  the 
residence  or  place  of  business  of  addressee,  and  rural  carriers  do  likewise,  unless 
the  residence  or  place  of  business  is  more  than  one-half  mile  from  a  rural  route. 

Undelivered  Registered  Mail.  Undelivered  domestic  registered  mail  of  the 
first  class,  and  such  mail  of  all  classes  of  foreign  origin,  is  returned  to  the  sender 
without  extra  charge  for  registry  fee  or  postage. 

Forwarding.  Registered  mail  may  be  forwarded  before  it  has  been  once 
properly  delivered  without  additional  charge  for  registry  fee  upon  the  written 
request  of  the  sender. 

Indemnity  for  Lost  Registered  Mail.  Indemnity  will  be  paid  on  account  of 
the  loss  of  registered  mail  in  the  postal  service. 

Domestic  Indemnity.  (1)  For  the  value  of  domestic  registered  mail  of  the 
first  class  (sealed)  up  to  $50,  and  (2)  for  the  value  of  domestic  registered  mail 
of  the  third  and  fourth  classes  (unsealed)  up  to  $25. 

Foreign  Indemnity.  (3)  In  any  amount  claimed,  within  the  limit  of  50  francs 
(approximately  $9.65). 

Application  for  Indemnity.  Reports  of  losses  and  application  for  indemnity 
should  be  made  to  the  postmaster  at  the  office  of  mailing,  or  at  the  office  of  ad- 
dress, with  particulars  of  registration  and  a  description  of  the  contents  of  the 
article,  and  in  cases  of  partial  loss  or  rifling  with  the  envelope  or  wrapper  of  the 
article. 

MONEY    ORDER    SYSTEM 

Application  for  Money  Orders.  A  money  order  is  obtained  by  filling  in  an 
application  form  at  the  post-office  and  presenting  it  at  the  money  order  window 
of  the  post-office  or  one  of  its  stations.  Money  orders  are  issued  for  any  desired 


170  APPENDIX 

amount  fi^m  1  cent  to  one  hundred  dollars,  and  when  a  larger  sum  than  one 
hundred  dollars  is  to  be  sent  additional  orders  may  be  obtained.  There  is  no 
limit  to  the  number  of  money  orders  which  may  be  sent  by  one  remitter  in  one 
day  to  the  same  person.  If  the  applicant  for  a  money  order  resides  on  a  rural 
route  application  may  be  made  through  the  rural  carrier,  who  will  furnish  the 
necessary  forms,  and  must  give  a  receipt  for  the  amount. 

International  Money  Orders.  At  all  of  the  larger  post-offices  and  at  many  of 
the  smaller  ones  international  money  orders  may  be  obtained  payable  in  almost 
any  part  of  the  world. 

The  fees  for  domestic  money  orders  are:  — 

For  orders  from  $  0.01  to  $     2.50 3  cents. 

from  $  2.51  to  $     5.00 5  cents. 

from  $  5.01  to  $   10.00 8  cents. 

from  $10.01  to  $  20.00 10  cents. 

from  $20.01  to  $  30.00 12  cents. 

from  $30.01  to  $  40.00 15  cents. 

from  $40.01  to  $  50.00 18  cents. 

from  $50.01  to  $  60.00 20  cents. 

from  $60.01  to  $  75.00     25  cents. 

from  $75.01  to  $100.00 30  cents. 

The  fees  for  foreign  money  orders,  except  those  countries  mentioned  in  the 
next  paragraph,  are :  — 

For  orders  from  $  0.01  to  $     2.50 10  cents. 

from  $  2.51  to  $     5.00 15  cents. 

from  $  5.01  to  $     7.50 20  cents. 

from  $  7.51  to  $  10.00 25  cents. 

from  $10.01  to  $  15.00 30  cents. 

from  $15.01  to  $  20.00 35  cents. 

from  $20.01  to  $  30.00 40  cents. 

from  $30.01  to  $  40.00 45  cents. 

from  $40.01  to  $  50.00 50  cents. 

from  $50.01  to  $  60.00 60  cents. 

from  $60.01  to  $  70.00 70  cents. 

from  $70.01  to  $  80.00 80  cents. 

from  $80.01  to  $  90.00 90  cents. 

from  $90.01  to  $100.00 $1.00 

Fees  for  foreign  money  orders  when  payable  in  Chile,  France  (including 
Algeria  and  Tunis),  Greece,  Netherlands,  Norway  and  Sweden:  — 

For  orders  from  $  0.01  to  $  10.00 10  cents. 

from  $10.01  to  $  20.00 20  cents. 

from  $20.01  to  $  30.00 30  cents. 

from  $30.01  to  $  40.00 40  cents. 

from  $40.01  to  $  50.00 50  cents. 

from  $50.01  to  $  60.00 60  cents. 

from  $60.01  to  $  70.00 70  cents. 

from  $70.01  to  $  80.00 80  cents. 

from  $80.01  to  $  90.00 90  cents. 

from  $90.01  to  $  100.00 $1.00 


APPENDIX  171 

Repayment.  A  domestic  order  may  be  repaid  at  the  oflBce  of  issue  within  one 
year  from  the  last  day  of  the  month  of  its  issue.  Repayment  of  the  amount 
of  an  international  order  may  also  be  effected  after  the  consent  of  the  country 
drawn  on  has  been  obtained. 

Identification.  The  person  presenting  a  money  order  for  payment,  or  making 
inquiry  relative  to  a  money  order  will,  if  unknown,  be  required  to  prove  his 
identity  before  payment  will  be  made,  or  information  concerning  the  money 
order  will  be  given. 

Indorsements.  More  than  one  indorsement  on  a  money  order  is  prohibited 
by  law,  but  additional  signatures  may  be  aflHxed  for  the  purpose  of  identifying 
the  payee  or  indorsee,  or  of  guaranteeing  his  signature. 

Invalid  Orders.  A  domestic  order  which  has  not  been  paid  within  one  year 
from  the  last  day  of  the  month  of  its  issue  is  invalid,  but  the  owner  may  secure 
payment  of  the  amount  by  making  application  to  the  Post-office  Department 
through  the  postmaster  at  any  money  order  office. 

Lost  Orders.  When  a  domestic  money  order  has  been  lost,  the  owner  may, 
upon  application  through  either  the  office  at  which  the  original  was  issued  or 
the  office  on  which  it  was  drawn,  obtain,  without  charge,  a  duplicate  to  be  is- 
sued in  its  stead  within  one  year  from  the  last  day  of  the  month  of  issue. 

POSTAL  SAVINGS  SYSTEM 

Object.  The  Postal  Savings  System  provides  facilities  for  depositing  savings 
at  interest  with  the  security  of  the  United  States  Government  for  repayment. 

Deposits.  Any  person  of  the  age  of  ten  years  or  over  may  become  a  deposi- 
tor. The  account  of  a  married  woman  is  free  from  any  control  or  interference 
of  her  husband.   No  person  can  have  more  than  one  account  at  the  same  time. 

An  account  can  not  be  opened  for  less  than  $1,  nor  can  fractions  of  $1  be 
deposited  or  withdrawn  except  as  interest;  but  amounts  less  than  $1  may  be 
saved  for  deposit  by  the  purchase  of  10-cent  postal-savings  cards  and  adhesive 
10-cent  postal-savings  stamps.  No  person  is  permitted  to  deposit  more  than 
$100  in  any  one  calendar  month  nor  to  have  a  total  balance  to  his  credit  at  one 
time  of  more  than  $500,  exclusive  of  interest. 

Privacy  of  Accounts.  No  person  connected  with  the  Post-office  Department 
or  the  postal  service  is  permitted  to  disclose  the  name  of  any  depositor  or  give 
any  information  concerning  an  account  except  to  the  depositor  himself,  unless 
directed  to  do  so  by  the  Postmaster  General. 

Certificates.  Depositors  receive  postal-savings  certificates  covering  the 
amount  of  each  deposit  made.  These  certificates  are  valid  until  paid,  without 
limitation  as  to  time.  Postmasters  are  not  permitted  to  receive  savings  certi- 
ficates for  safe-keeping. 

Interest.  Interest  will  be  allowed  on  all  certificates  at  the  rate  of  two  per 
cent  for  each  full  year  that  the  money  remains  on  deposit,  beginning  with  the 
first  day  of  the  month  following  the  one  in  which  it  is  deposited.  Interest  con- 
tinues to  accrue  on  deposits  as  long  as  the  certificates  remain  outstanding. 

Withdrawals.  A  depositor  may  at  any  time  withdraw  the  whole  or  any  part 
of  his  deposits,  with  any  interest  payable,  by  surrendering  at  his  depository 
office  savings  certificates  covering  the  desired  amount. 

Death  of  Depositor.  Upon  the  death  of  a  depositor,  the  balance  to  his  credit 
may  be  withdrawn  by  his  duly  authorized  executor,  administrator,  or  other 
legal  representative. 


172  APPENDIX 

Bonds.  Any  depositor  may,  under  certain  conditions,  convert  the  whole  or 
a  part  of  his  deposits,  in  any  multiple  of  $20  up  to  and  including  $500,  into 
United  States  coupon  or  registered  bonds,  bearing  interest  at  the  rate  of  2^  per 
cent  per  annum,  such  bonds  to  be  exempt  from  all  taxes  or  duties  of  the  United 
States,  as  well  as  from  taxation  in  any  form  by  or  under  State,  municipal,  or 
local  authorities.  Postal-savings  bonds  are  not  counted  as  part  of  the  total 
balance  of  $500  allowed  to  one  depositor. 

Service  Free.  No  charge  or  fee  is  collected  or  required  in  connection  with 
the  opening  of  an  account  or  the  withdrawal  of  money  deposited. 

FOREIGN  MAIL  MATTER 

RATES    OF    POSTAGE 

The  rates  of  postage  applicable  to  articles  for  foreign  countries  are  as  follows: 
Letters  for  England,  Ireland,  Newfoundland,  Scotland  and  Wales,  per      cents. 

ounce 2 

Letters  for  Germany  by  direct  steamers,  per  ounce 2 

Letters  for  all  other  foreign  countries,  and  for  Germany  when  not  dis- 
patched by  direct  steamers: 

For  the  first  ounce  or  fraction  of  an  ounce 5 

For  each  additional  ounce  or  fraction  of  an  ounce 3 

Single  post  cards  (including  souvenir  cards),  each 2 

Reply  post  cards,  each 4 

Printed  matter  of  all  kinds,  for  each  two  ounces  or  fraction  of  two  ounces .  .  1 

Commercial  papers,  for  the  first  ten  ounces  or  less 5 

For  each  additional  two  ounces  or  fraction  of  two  ounces 1 

Samples  of  merchandise,  for  the  first  four  ounces  or  less 2 

For  each  additional  two  ounces  or  fraction  of  two  ounces 1 

Registration  fee  in  addition  to  postage 10 

CLASSIFICATION 

Articles  for  or  from  foreign  countries  (except  Canada,  Cuba,  Mexico,  and  the 
Republic  of  Panama,  and  the  United  States  Postal  Agency  at  Shanghai)  are 
classified  as  "  Letters,"  "  Post  Cards,"  "  Printed  Matter,"  "Commercial 
Papers  "  and  "  Samples  of  Merchandise."  There  is  no  provision  in  the  Postal 
Union  mails  for  merchandise  other  than  samples. 

Letters.  When  a  package  is  prepaid  in  full  at  the  letter  rate  it  is  treated  as 
letter  mail,  provided  it  does  not  contain  prohibited  articles.  Such  packages 
may  contain  merchandise  not  sent  as  trade  samples.  Sealed  or  unsealed  pack- 
ages which  appear  to  contain  dutiable  matter  will  be  inspected  by  customs  ofll- 
cers  of  the  country  of  destination  and  the  proper  customs  duties  will  be  levied. 

Post  Cards.  The  United  States  international  2-cent  single  and  reply  post 
cards  should  be  used  for  correspondence  with  foreign  countries,  except  Canada, 
Cuba,  Mexico,  the  Republic  of  Panama,  and  Shanghai,  to  which  the  domestic 
1-cent  single  and  reply  post  cards  are  mailable. 

Printed  Matter.  Printed  matter  in  the  foreign  mails  is  governed  by  substan- 
tially the  same  rules  and  conditions  as  in  the  domestic  mails.    (See  page  101.) 

Commercial  Papers.  This  class  includes  all  instruments  or  documents 
written  or  drawn  wholly  or  partly  by  hand,  which  have  not  the  character  of 
an  actual  and  personal  correspondence. 


APPENDIX  173 

Samples  of  Merchandise.  Packages  of  miscellaneous  merchandise  in  the 
regular  mails  for  foreign  countries  (except  Canada,  Cuba,  Mexico,  Republic 
of  Panama  and  Shanghai)  are  restricted  to  bona  fide  samples  or  specimens  hav- 
ing no  salable  or  commercial  value  in  excess  of  that  actually  necessary  for  their 
use  as  samples  or  specimens. 

Samples  of  merchandise  must  conform  to  the  following  conditions:  — 

(1)  They  must  be  placed  in  bags,  boxes  or  removable  envelopes  in  such  a 
manner  as  to  admit  of  easy  inspection. 

(2)  They  must  not  have  any  salable  value  nor  bear  any  manuscript  other  than 
the  name  or  profession  of  the  sender,  the  address  of  the  addressee,  a  manu- 
facturer's or  trade  mark,  numbers,  prices  and  indications  relating  to  the  weight 
or  size  of  the  quantity  to  be  disposed  of,  and  words  which  are  necessary  to  in- 
dicate precisely  the  origin  and  nature  of  the  merchandise.  Packages  of  sam- 
ples of  merchandise  must  not  exceed  twelve  ounces  in  weight,  twelve  inches 
in  length,  eight  inches  in  breadth  and  four  inches  in  thickness. 

Reply-coupon.  There  may  be  purchased  at  a  post-office  for  6  cents  a  reply- 
coupon,  by  means  of  which  a  person  in  the  United  States  can  furnish  his  cor- 
respondent in  certain  foreign  countries  with  a  postage  stamp  with  which  to 
prepay  postage  on  a  reply.  The  countries  in  which  the  reply-coupon  is  valid 
may  be  ascertained  upon  inquiry  at  a  post-office. 

Reply  coupons  issued  by  other  countries  are  redeemable  at  United  States 
post-offices  in  postage  stamps  to  the  value  of  five  cents  for  each  reply-coupon. 

Prohibited  Articles.  All  articles  not  admissible  to  the  domestic  mails  are 
excluded  also  from  the  foreign  mails. 

The  transmission  of  the  following  articles  is  absolutely  prohibited  in  the 
mails  for  foreign  countries  under  any  circumstances;  viz.,  publications  which 
violate  the  copyright  laws  of  the  country  of  destination;  packets  (except 
single  volumes  of  printed  books  for  Canada,  Cuba,  Mexico,  the  Republic  of 
Panama,  Shanghai,  and  Salvador,  and  second-class  matter  for  Canada,  Cuba, 
Mexico,  the  Republic  of  Panama  and  Shanghai)  which  exceed  four  pounds 
six  ounces  in  weight;  and  letters  or  packages  containing  coin,  gold  or  silver  sub- 
stances, jewelry  or  precious  articles.  This  prohibition  against  coin,  etc.,  does 
not  apply  to  Canada,  Cuba,  Mexico,  the  Republic  of  Panama,  Shanghai,  or 
those  countries  whose  legislation  does  not  prohibit  their  circulation  in  their 
domestic  mails.  So  far  as  this  Department  has  been  advised,  the  conditions 
prescribed  prevent  the  forwarding  of  the  articles  referred  to  in  the  mail  for  any 
country  of  the  Postal  Union  except  Canada,  Cape  Colony,  Colombia,  Den- 
mark, Germany  and  the  German  Protectorates,  Great  Britain  and  certain 
British  Colonies,  Luxemburg,  Peru,  and  Siam. 

Prohibited  articles,  if  mailed  sealed  against  inspection,  will  not  be  delivered, 
although  they  reach  their  destination. 

Miscellaneous  Conditions.  Wrapping.  All  matter  to  be  sent  in  the  mails 
at  less  than  the  letter  rates  of  postage  must  be  wrapped  securely  and  in  such 
manner  that  it  can  easily  be  examined. 

Postage  Due.  Letters  with  postage  wholly  unpaid  and  articles  of  all  kinds 
with  insufficient  postage  paid  are  chargeable  with  double  the  amount  of  the 
deficient  postage. 

Forwarding.  Mail  matter  of  all  kinds  received  from  any  foreign  country, 
including  Canada,  Cuba,  Mexico,  and  the  Republic  of  Panama,  is  required  to 
be  forwarded,  at  the  request  of  the  addressee,  from  one  post-office  to  another 


174 


APPENDIX 


and  —  in  the  case  of  articles  other  than  parcel-post  packages  —  to  any  foreign 
country,  without  additional  charge  for  postage. 

Return.    Letters  and  other  articles  of  apparent  value,  if  undeliverable,  are 
required  to  be  returned  without  extra  charge. 


PARCEL    POST    TO    FOREIGN    COUNTRIES 


Admissible  Matter.  Packages  of  mailable  merchandise  may  be  sent,  in  un- 
sealed packages,  by  "  Parcel  Post  "  to  the  following  named  countries:  — 


Australia, 

Austria, 

Bahamas, 

Barbados, 

Belgium, 

Bermuda, 

Bolivia, 

Brazil, 

British  Guiana, 

Chile, 

Colombia, 

Costa  Rica, 

Curacao, 

Danish  West  Indies, 

Denmark, 


Dutch  Guiana, 

Ecuador, 

France, 

Germany, 

Great  Britain, 

Guatemala, 

Haiti, 

Honduras  (British), 

Honduras  (Republic  of), 

Hongkong, 

Hungary, 

Italy, 

Jamaica, 

Japan, 

Leeward  Islands, 


Mexico, 
Netherlands, 
Newfoundland, 
New  Zealand, 
Nicaragua, 
Norway, 
Peru, 
Salvador, 
Sweden, 

Trinidad,    including   To- 
bago, 
Uruguay, 
Venezuela, 
Windward  Islands. 


Postage  Rates.  Postage  must  be  prepaid  in  full  by  stamps  affixed  at  the 
rate  of  12  cents  a  pound  or  fraction  of  a  pound.  Registry  fee  10  cents  in  addi- 
tion to  postage. 

Registration.  The  sender  of  a  parcel  addressed  to  any  of  the  countries 
named  in  the  table  at  the  head  of  this  section,  except  Barbados,  Curacao, 
Dutch  Guiana,  France,  Great  Britain,  The  Netherlands  and  Uruguay,  may 
have  the  same  registered  by  paying  a  registry  fee  of  10  cents,  and  will  receive 
the  "  Return  Receipt  "  without  special  charge  therefor,  when  envelope  or 
wrapper  is  marked  "  Return  receip.t  demanded." 

Place  of  Mailing.  Matter  intended  for  parcel  post  must  be  taken  to  the 
post-office  for  inspection  and  there  deposited  in  the  mails.  It  must  not  be  de- 
posited in  a  letter  box. 

Letters  prohibited.  A  letter  or  communication  of  the  nature  of  personal  cor- 
respondence must  not  accompany,  be  written  on,  or  enclosed  with  any  parcel. 
If  such  be  found,  the  letter  will  be  placed  in  the  mails  if  separable,  and  if  the 
communication  be  inseparably  attached,  the  whole  parcel  will  be  rejected. 

Dimensions.  To  all  countries  named  packages  are  limited  to  three  and  one- 
half  feet  in  length,  and  to  six  feet  in  length  and  girth  combined,  except  that 
packages  for  Colombia  and  Mexico  are  limited  to  two  feet  in  length  and  four 
feet  in  girth. 

Weight.  Packages  to  certain  post-offices  in  Mexico  must  not  exceed  four 
pounds  six  ounces  in  weight,  but  those  for  all  other  countries  named  may  weigh 
up  to  but  not  exceeding  eleven  pounds. 

Value.  The  limit  of  value  is  $50  on  packages  for  Ecuador,  and  $80  on  those 
for  Australia,  Austria,  Belgium,  Denmark,  France,  Hongkong,  Hungary, 
Italy,  Japan,  Netherlands,  Norway,  and  Sweden;  but  on  those  for  the  other 
countries  named  there  is  no  limit  of  value. 


INDEX 


Acknowledgment,  of  orders,  33-34,  111; 

of  payment,  38-40;  of  complaint,  127, 

129. 
Additional  exercises  in  letter  writing, 

142-145. 
Address,  6,  7. 
Advertisements  to  be  answered,  92,  141, 

145. 
Age,  in  letter  of  application,  88,  89. 
Announcements,  60,  78-80. 
Answering  complaints.   See  Complaints. 
Application,  letters  of,  87-92. 
Argument  and  proof,  61,  62,  68-71. 
Attention,  gaining  the,  61,  62,  63,  64. 

Balance  and  harmony,  in  arrangement, 
1,  5;  in  style,  77. 

Bill  (illus.),  114. 

Bill  of  lading,  112,  153,  160. 

Body  of  the  letter,  2,  6. 

Bondsman,  90. 

Business,  promoted  by  letter,  1,  29,  30, 
60;  factors  in  attracting,  33,  34;  mean- 
ing "service,"  51;  spirit,  60. 

Business  Men's  Library,  quoted,  30. 

Cablegrams.  See  Telegrams. 

Capitals,  use  of,  in  salutation,  16;  in 

complimentary  close,  18. 
Carbon  copy  for  filing,  146,  149. 
Catch- words,  63. 
Cautions  to  oflBce  assistants,  5,  36,  95, 

102. 
Check,  36;  (illus.),  37,  124. 
Cipher.   See  Codes. 
Circular  letters.   See  Form  letters. 
Circulars,  filing  of,  152. 
Climax,  61,  62,  74-76. 
Codes,  98,  110. 
Coin  card,  36. 
Collection,  methods  of,  44;  letters,  44- 


48;  through  a  lawyer,  48,  118,  132, 

138;  through  an  agency,  48;  by  draft, 

48,  49;  of  mail,  166. 
Competitor,  criticism  of  a,  77. 
Complaints,  117,  139;  answering,  50-54, 

127,  129. 
Complimentary  close,  2,  6. 
Contract  relations  in  a  letter,  35. 
Conventional  forms,  advantages  of,  4. 
"Copy,"  86. 

Copying  corrected  draft,  140. 
Comer  card.   See  Return  address. 
Correspondence  necessary  in  a  sale  by 

letter  {diagram),  147. 
Coupon  de  RSpons,  93,  173. 
Court,  as  last  resort  in  collections,  48. 
Courtesy,  in  use  of  titles,  9;  power  of,  50. 
Crisis  of  1907,  40. 
Criticism.  See  Competitor. 
Currency,  sent  by  mail,  36. 

Date,  numerical  writing  of  the,  7. 

Dead  Letter  Office,  24,  28. 

Definiteness  in  ordering,  30-31. 

Degrees,  11,  12. 

Delay  in  ordering,  preventing,  73-76. 

Delivery  of  mail,  166. 

Description  and  explanation,  61,  62, 65- 

68. 
Direction,  6,  23-27. 
Draft,  36. 

Enclosures,  35-38,  124;  (illus.),  37,  124. 

Enthusiasm  in  letter-writing,  57. 

Envelopes,  official,  5,  22;  square,  25; 
with  transparent  section,  23;  direc- 
tion of,  23-28,  84,  95;  opening  of,  27; 
return,  93;  stamped,  165;  (illus.),  21, 
22,  23,  25,  26,  27. 

Exactness,  66-67.   See  also  Definiteness. 

Experience,  in  letter  of  application,  88. 


176 


INDEX 


Explaining  the  proposition,  66. 
Extension  of  time,  40-43. 

File,  section  of  a  (illus.),14i9;  complete 

(illus.),  152. 
Filing  by  location  (illus.),  151. 
Filing  of  letters  and  papers,  146-152. 
Financial   standing.     See   Requests  for 

information. 
First  impression,  importance  of  the,  1, 

4-6. 
Flat  file  (illus.),  148. 
Folders  (illus.),  149. 
Folding  stationery,  21-22;  (illvs.),  21, 22. 
Follow-up  letters,  80-84. 
Foreign  mail  matter,  172-171. 
Form  letters,  55-59,  61,  78,  79. 
Freight  notice  (illus.),  112. 

Glossary  of  business  terms,  153-159;  of 
abbreviations  and  symbols,  160-162. 
Guide  cards,  subdivided  (illus.),  150. 

Hamilton,  Alexander,  quoted,  29. 

Hawthorne,  quoted,  29. 

Heading,  2,  6-9. 

How  to  Write  Letters  that  Win,  quoted, 

61,  62,  73. 
Human  interest.  See  Interest. 

Inducement,  61,  62,  73-74. 

Information.  See  Requests  for  informa- 
tion. 

Inscriptions  on  third  class  mail,  101. 

Insurance,  correspondence  concerning, 
68,  72, 81-83;  119, 133;  of  parcels,  104. 

Interest,  a  factor  in  business  relations, 
33;  fostering,  by  letter,  56-58,  65-66. 

Introduction,  6,  9-14. 

Introduction,  letters  of,  84-85;  request 
form,  123. 

Language,  choice  of,  in  letters,  29,  30, 
55,  57,  67,  70;  in  telegrams,  97,  98. 

"Large  Drawer"  for  filing  (illus.),  149. 

Lawyers,  in  collection  business,  48. 

Letter,  outline  of,  2;  divisions  of,  6;  as  a 
record,  35,  44;  equivalent  to  a  con- 


tract, 35;  responsibility  of  the,  70,  87. 
See  also  Applications,  Follow-up  let- 
ters, Form  letters,  Introduction,  Re- 
commendation, Sales  letters.  Quality 
of  letter. 

Letter-book,  146. 

Letter  head,  use  of  the,  5;  arrangement 
of  heading  with  regard  to,  7. 

Letter  press,  146. 

Mail  matter,  sorting  of,  24;  return  of,  28; 
classification  of,  100-104;  Post  OflBce 
Bulletin  concerning,  163-172. 

Margins,  5,  13,  14,  16,  31. 

Money,  enclosed,  36;  "refunded,"  69, 
70;  telegraphed,  98. 

Money  order  system,  169-171. 

"Morning  Mail,"  the,  105-141. 

Night  letters,  97;  (illus.),  137. 

Offense,  caution  against  taking,  83. 
Orders,  29-33,  120,  125,  134;  acknowl- 
edgment of,  33-34. 

Paragraph,  margin  for,  5,   14;  subject 

matter  for,  5;  for  separate  items,  31. 
Parcel  post,  101,  102-104. 
Payment  deferred,  40;  requests  for,  44- 

48;  enclosed,  37,  124. 
Personal  vs.  business  matters,  95-96, 130. 
Personality  in  letter  writing,  59,  60,  79. 
Persuasion,  61,  62,  71-74. 
Point  of  view,  in  answering  complaints, 

51;  in  sales  letters,  59. 
Post  cards,  164. 

Post  Office,  preferences  of  the,  24,  25,  26. 
Postage,   return,   93;   foreign,   93,    102; 

rates  of,  100-103;  Post  Office  Bulletin 

concerning,  163-174. 
Postal  cards,  164. 
Postal  information,  163-172.     See  also 

Mail,  Postage,  etc. 
Postal  order,  36.  See  also  Money  Order. 
Postal  savings  system,  171-172. 
Postscript,  advantage  of  the,  78. 
Premium  notice  (illus.),  119. 
Preparation,  in  letter  of  application,  88. 


INDEX 


177 


Private  mailing  cards.   See  Post  cards. 

*'  Professor,"  use  of,  12. 

Promptness,  38,  40. 

Proof.   See  Argument. 

Public  letters,  94-95. 

Punctuality.   See  Promptness. 

Punctuation,  importance  of,  1;  varia- 
tions in  style  of,  8;  of  heading,  8;  of 
salutation,  16;  and  telegrams,  97. 

Purpose,  determining  style  and  subject 
matter,  56. 

Quality  of  letter,  1,  55,  61,  70,  87,  89. 

Recommendation,  letters  of,  85-87. 

References,  69,  87,  88,  91. 

Registry  system,  168-169. 

Requests,  for  extension  of  time,  40-43, 
113,  135;  for  payment,  44-48,  108, 
128,  138;  for  catalogue,  56-58,  60, 
107;  for  information,  93-94,  115,  122; 
for  an  introduction,  123. 

Resignation,  letter  of,  126. 

Return  address,  25,  26,  27. 

Return  of  mail,  168. 

Salary,  in  letter  of  application,  89. 
Sales  letters,  59-78;  importance  of,  1, 

60;  analysis  of,  61,  62;  106. 
Sales  talk,  opportunities  for,  44,  45,  46, 

60;  illustrations  of,  62,  63,  64,  65,  67, 

68,  69,  70,  72,  74,  75,  76,  131,  136. 
Salutation,  2,  6,  15-18. 
Satisfying  the  customer,  50. 
"Second"  (sheet),  5. 
Second  person  pronoun,  power  of.     See 

"You." 
Shakespeare,  quoted,  30. 
Shannon  file  (illus.),  148. 
Shipping  directions,  31. 
Signature,  to  letter,  2,  6,  18,  19,  28;  to 

order,  74. 


Sincerity  in  letter  writing,  40,  51,  59,  60, 
66,  84,  86. 

Social  matters.    See  Personal. 

Special  delivery,  102,  167. 

Stamping  the  letter,  25,  102. 

State,  name  of,  in  the  heading  and  direc- 
tion, 7,  26. 

Statement  (illus.),  121 ;  request  for,  109. 

Stationery,  1,  4,  5,  88,  89;  (illus.),  21,  22, 
23,  25,  26,  27,  28. 

Stenographer,  cautions  to  the,  5,  36,  95,* 
102,  105. 

Style,  in  arrangement,  5;  in  composition, 
30,  31,  55-57,  89. 

Suggestion,  power  of,  71,  72. 

Superscription,  6.   See  also  Direction. 

Tact,  45,  53. 
Telecard,  99. 
Telegrams    and    cablegrams,    97-100; 

(illus.),  110,  130,  137. 
Telepost,  99. 
Telepost  Company,  99. 
Teletape,  99. 
Term  of  credit,  40. 
Testimonials,  69,  85. 
Tests  of  form  letters,  56. 
Title,  before  signature,  19. 
Titles:  business,  9-11;  professional,  11- 

12;  official,  13. 
Typewriting,  economy  in,  17,  24,  27,  55; 

imitated  in  form  letter,  55;  increase  in 

business  because  of,  61. 

Undelivered  mail,  168. 
Unmailable  matter,  101,  165. 

Webster,  Daniel,  quoted,  29. 
Words,  choice  of.   See  Language. 
Wrapping  of  mail,  165. 

"You,"  power  of  pronoun,  67. 


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REcb  LD 


AUG  2  9  1956 


3lMar'58  DS 


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MAR1719SB 


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DEC  6    1962 


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